Organize your directory by department

Departments are labels that group your users by team, such as Sales, Support or Billing. In Communicator, coworkers are grouped by department, which makes a long company list easier to scan. Departments only organize the directory. They don't change how calls ring or where they go.

Some labels in your portal or apps may look slightly different from this guide.

Create a department

1. 1
   Step 1:

   Open the department list

   In the admin portal, go to Extensions, then Departments. You'll see the departments you already have, with edit and delete icons next to each. Don't see this option? Contact support and we'll set it up for you.

2. 2
   Step 2:

   Add one

   Select the add icon.

3. 3
   Step 3:

   Name it

   Type the name in Name, for example Billing. The name is the only thing to fill in.

4. 4
   Step 4:

   Save

   Select Save. Repeat for each team you want to show.

Put a user in a department

Each user belongs to one department at a time.

1. 1
   Step 1:

   Open the user

   Go to Extensions, find the user and select the edit icon.

2. 2
   Step 2:

   Choose the department

   In the general details, pick a department from the Department list.

3. 3
   Step 3:

   Save

   Select Save.

Setting up a lot of people? The bulk add list and the CSV upload both have a Department column, so you can place everyone as you add them. See add many users at once from a CSV file.

How it looks to your team

In Communicator, the contact list groups coworkers by their department. See search for people and add favorites.

Whether departments also show up the same way in Communicator for the web and Communicator in Teams hasn't been confirmed yet. If your team relies on it there, check with support.

Plan your departments

• Match how people look for each other. If staff think "I need someone in shipping," make Shipping a department.
• Keep the list short. A handful of clear names is easier to scan than many small ones.
• Create departments before you add users. Then you can pick one for each person as you go.

Department admins

A department admin has full control of the shared contacts in their department in Communicator. Other people in the department can view, add and edit those contacts, and delete or merge only the ones they own. See company, department and personal contacts.

CallSprout support gives someone the department admin role on request. Contact CallSprout support with the person's name, their extension and the department.

Use departments for app access too

Departments also make it quicker to manage which apps people get. CallSprout support can set app access once for a whole department instead of user by user. See control which apps and app features each user gets.

Troubleshooting

• A user shows in the wrong group. Check the Department on their user page, change it and save.
• A department name is wrong. Open it from the Departments list with the edit icon, fix the name and save.