Introduction
Your platform allows you to organize users in a hierarchy of branches and sub-branches, mirroring your company's structure. Each branch could represent a department, team, or unit, with-sub-branches dividing into smaller sections.
Viewing and managing branches
Go to the User management page to see and set up branches. Use the folder icon in the left panel to open and navigate the structure. Selecting a branch shows its assigned users on the right.
The branch structure always starts with the root branch, by default named Docebo. This branch cannot be removed, and you cannot create other branches at root level. Underneath this root branch, you can create one or more branches into which your users can be placed. When you create or edit a user, you can set to which branch they belong.
Branch names can always be edited in your platform, and sub-branches can be created by selecting a branch and creating a new branch underneath it. You can also move branches (and the users within them) to a different position in the structure.
What branches are used for
Once you have your users organized into branches you can take advantage of the many functions of the learning platform that are organized on the basis of branches. Just a few examples include:
- Enrollments: Administrators can enroll all users within a branch into specific courses or learning plans, without manually selecting individual users. Automated enrollment rules can also be set up based on branches.
- Customization: You can define unique menus for users in different branches, so that learners see only the menu items relevant to them. Different branches can also have unique additional user fields, enabling tailored user profiles based on roles, departments, or regions.
- Catalogs and content visibility: Branches can be used to tailor which course catalogs are visible to users, enabling more targeted content delivery.
- Reports: When generating or managing reports, branches help filter information to specific segments of the user base.
- Extended enterprise: A branch can be associated with its own extended enterprise client, with distinct branding, content settings, and learner experience.
- Power user resources: You can assign a branch as resource to a Power User, granting the ability to manage its users.
The rest of this article provides detailed instructions on how to set up and manage branches.
Creating a branch in your organizational chart
In order to create an organization chart, log into your platform as the Superadmin. In the Navigation menu, find the People (people icon), then press the Users item.
On the main Users page, you can organize your users into different folders, in a unique order or hierarchically. Every user that you create is placed within a branch. This is essential to the organization and creation of different folders per office, agency, division, unit, country, etc. Newly created users will always be placed in your root branch unless you specify a specific branch or sub-branch in which to place them during the creation process. To add a new branch (folder), press the plus button in the top right corner of the page, then press the New Branch item. In the slideout panel, give the branch a name and code. Please note that if the folder has been set in a specific language that is not the default language on the platform, the folder name is still shown in the platform's default language. Remember, the code you assign will be the same for each language. The code is an alphanumeric value different from zero, and is not a required field. If you do not assign a code to a branch, it will not be visible and available for selection in the platform registration form.
Now, in the Destination section of the panel, decide where to place the folder. If you want this new branch to be a folder within the root branch, select the root branch (the folder at the top of the list). Alternatively, if you want the new branch to be a sub-folder (sub-branch), select a folder from the list in which you want to place this new sub-branch. When finished, press Confirm.
Please note: If you plan to manage the org chart via an integration (for example Salesforce), API call, or a CSV import then it is imperative to always use a CODE value that is unique. This would disambiguate the specific branch during the import process. Having the same code as an existing item may cause internal conflicts that the system cannot process on its own, resulting in errors during the import.
Managing folders and branches
To manage a branch, press the folder icon in the top left corner of the Users page. The slide-out panel on the left will display your organization chart. You can use the search bar at the top of the panel to search for a specific branch or sub-branch. To manage a branch, hover your mouse over the folder's name in the panel, then press the ellipsis icon that appears. Now, you can move the branch, create a new sub-branch, set the visibility for the user additional fields, edit or delete the branch.
If a branch is associated to a Branch Based Condition regulating the population of automatic groups, you will not be allowed to delete it, unless you first remove it from the condition of the group(s) it is involved in.
Best practice: Try to avoid using the root branch (level 0) as much as possible, as it behaves differently than all the other branches (for example, you won't be able to display the users that are ONLY in the root branch; the system will always display users from all the organization chart tree in this case). Users should always be placed in a branch structure underneath the root, this will help to filter when selecting users for reporting and enrollments.
Adding users to a branch
To add users to a branch, select the users from the list on the Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Add to Branch. In the slideout panel, select the branch in which you want to place the selected users, then press Confirm.
Best practice: Try to avoid placing a user in multiple branches, as if often can make user management and user experience more complex (i.e. it may trigger multiple notifications for them). Rather than placing a user into two or more branches, you can place the user in a single branch, then place them in different groups.
Moving users to a branch
To move users from one branch to another branch, select the users from the list on the Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Move to Branch. In the slideout panel, select the branch in which you want to move the selected users, then press Confirm. Now, all of the selected users will be removed from their previously assigned branches and will be placed in the newly selected branch.
Best practice: Since a user can be moved from a branch to another, only manually and via API or CSV, please consider that a very nested branch structure might be hard to keep updated, especially if your users move from a branch to another very often. Prepare your branching structure considering how you would like to deliver the learning content (by BU, by role, by region...), rather than replicating the company hierarchy structure. If there are continuous changes in your company's organizational chart, try to keep the branches at a higher level and work with automatic groups through additional fields, that can be updated by you as the Superadmin or by the users themselves.
Removing users from a branch
To remove users from a branch, select the users from the list on the Users page, press the Choose Action button in the bottom right corner of the page, then select Branches → Remove from Branch. In the slideout panel, select the branch from which you want to remove the selected users, then press Confirm. In this case, please make sure that all of the selected users belong to the same single branch. Remember that you cannot remove users from the root branch.