In the user list, you can register the company's organizational departments and positions, along with the furigana for each person's name. The departments and positions you register are used for display, sorting, and filtering in the user list and the Skill Map. Departments can be organized in a hierarchy such as "Headquarters / Division / Section," and you can register concurrent departments in addition to the primary department.

Who can view, approve, and manage SOPs is determined by groups and permissions. Registering departments and positions does not change what a person can view or their permissions.

This feature is available on all plans. Only Owners and Team Administrators can create the list of departments and positions. You do this from a web browser on a PC.

How departments and positions differ from groups and permissions

For how to create groups, see Step 5: Set up groups (for administrators). For permissions, see User permissions and number of accounts.

Create the list of departments and positions

Owners and Team Administrators create the list of departments and positions used by the team.

1. Open [User management] in the sidebar
2. Click [Department / Position] at the top of the screen
3. On the [Department] tab, enter the department name, select [Parent department (top-level if none)], and click [Add]. If you do not select a parent department, the department becomes a top-level department
4. On the [Position] tab, enter the name in the "Position name (e.g. Store manager)" field and click [Add]

Positions higher on the list are treated as higher ranks. In the Skill Map, when you sort by [Position: top first] or [Position: bottom first], positions are arranged in this order.

The icons on the right of each row let you do the following.

• Pencil icon: Rename. If you rename a department, the display for everyone in that department changes
• Up and down arrow icons: Change the order
• Hierarchy icon (departments only): Change the parent department
• Prohibition icon: Set to "Not in use". It no longer appears as a choice, but people currently in that department or position keep their value. Departments below it can still be selected as they are
• Trash icon: Delete. You cannot delete an item while people are using it, while it has departments under it, or while it is used for mapping. In that case, set it to "Not in use"

Departments and positions set to "Not in use" are shown in the list when you turn on [Show items not in use], and you can switch them back.

Set the department, position, and furigana for each person

1. Open [User management] in the sidebar
2. Click the target user and open [User details]
3. In [Department and position], click the pencil icon to the right of [Department] or [Position]
4. Select [Department (primary)], [Concurrent departments (optional)], and [Position], then click [Save]

To enter furigana, use the pencil icon next to [Furigana] in the same section. Furigana is used for searching the user list and for sorting names in the Skill Map (in Japanese syllabary order).

The scope for changing departments and positions is the same as for modifying permissions. Owners and Team Administrators can change all users, and Group Administrators can change users in the groups they manage. Only Owners and Team Administrators can change their own department and position. The user can also change their own furigana.

Register in bulk with Excel

Owners and Team Administrators can register and change departments, positions, and furigana all at once with Excel, from [User management] under [Bulk change]. The steps are the same as in Adding users (email invitations and issuing email-free accounts), in its section "Advanced: Set up Groups & users by Excel import."

• In columns Q to T of the "User list" sheet, enter furigana, department, concurrent departments, and position
• Enter departments by their full path from the "Department" sheet (e.g. Sales Headquarters / East Japan Sales Department). For concurrent departments, separate the full paths with ";"
• Enter positions by their names from the "Position" sheet
• If you add a row to the "Department" sheet, that department is created even if no one belongs to it. The "Position" sheet sets the order of positions from top to bottom (higher means higher rank)
• Departments and positions that are not in the list are created during import. The import confirmation screen shows the departments and positions that will be newly created
• If you import with columns Q to T left blank, that person's furigana, department, and position are removed

If you import a file downloaded earlier that does not have columns Q to T, the furigana, department, and position do not change.

Filter and search the user list

Once you register at least one department or position for the team, the user list in [User management] shows the [Department] and [Position] columns.

• On a PC, you can filter by department and position from the filter icon in the column header. Clicking a header sorts the list. To select people who belong directly to a department that has departments under it, choose "(Direct members of this department)." To select people with no department or position, choose "Not set"
• On a smartphone, filter from [Filter by department/position]
• When searching the user list, you can search by furigana as well as by name and email address

Use in the Skill Map

In the Skill Map, you can do the following from [Order & display] at the top right of the table (at the right end of the header row where member names are listed). This appears when the team has departments or positions registered.

• Heading tag: Choose what to show under each member's name from [Position], [Permissions], or [Don't show]. For teams with at least one position registered, the position is shown by default. Guests always show "Guest"
• Order: Arrange by [Position: top first], [Position: bottom first], or [Department order]. [Name ascending] and [Name descending] sort people who have furigana registered by their furigana
• [Filter by department/position]: Narrow down who appears in the table by department and position. Selecting a parent department also includes people in the departments under it

Order, heading tags, and filtering only change how things look. They do not change the Skill Map settings. Even while filtering, the target and achieved counts and the Gap are counted across all members of the group before filtering.

The Personal page, the mentee list for training coordinators, and the achievement status by skill also show positions for people who have one registered (hover over a position to see the department). With Export Excel in the Skill Map, department and position columns are added to the right end of the "Evaluation details" and "Members" sheets (they are not included in Excel files taken out of storage).

HR fields (employee number, hire date, employment type, retirement date)

In [User details], under [HR fields], you can record the employee number, hire date, employment type, and retirement date. Click [Edit] to enter them, then click [Save].

Only Owners and Team Administrators can view and change HR fields. They are not shown to other users. These fields are separate from the "Employee number/ID" used to log in with an email-free account.

Automatically sync from an HR system (Enterprise)

On the Enterprise plan, you can automatically sync the user list, including departments, positions, and HR fields, from an HR system or Microsoft Entra ID. You can also set Group Affiliation and permissions based on HR departments and positions (in [Department / Position], the [Mapping] tab). For details, see Automatically syncing the user list from an HR system (SCIM).

While sync is in use, the departments, positions, and HR fields sent from HR are marked with [HR sync], and they can no longer be changed from the user list screen or Excel. Fields not sent from HR can still be changed on the screen or in Excel.

Related information

Adding users (email invitations and issuing email-free accounts)

Modifying user permissions

Moving an existing skill management sheet (Excel) into Dive

Automatically syncing the user list from an HR system (SCIM)