Departments and Sections

Departments and Sections are classification labels you assign to assets and user accounts. They have no structural relationship to each other in the system — a section does not need to belong to a department, though your organisation may choose to group them that way in practice.

Both are simple name records. Each one stores a single name that you then select from dropdown fields elsewhere in the application.

Where Departments and Sections Appear

On asset records

The Classification panel on every asset record includes two fields:

Asset Department — the department this asset belongs to.
Asset Section — the section this asset belongs to.

These fields are used to filter and group assets in reports. They can be set individually on each asset, or updated in bulk. Learn more about Bulk Updating Assets.

On user accounts

The User Business Role Details panel on a user account includes Department and Section fields. These record which department and section the user belongs to and are used to report on allocations. They are also displayed on asset records where that user is the Responsible Person.

Departments and Sections can be updated in bulk across multiple accounts using the Account Bulk Update tool. Learn more about Accounts.

In reports

Several reports filter or group by department and section:

Asset Replacement Report — secondary grouping by section or department in the Summary Table.
Allocation Report — filter by Department or Section; columns include Alloc. Department and Alloc. Section from the allocated user's account.
Fuel Consumption Reports — filter by Asset Departments and Asset Sections.
Utilisation Graphical Analysis — filter by asset department or section.
User/Department/Section Booking Report — totals broken down by department and section.

Note: The Department and Section values in booking and allocation reports reflect the user's current settings, not historical values at the time of the booking or allocation.

Creating a Department

Only Administrators can create Department records.

From the System Administrator Menu, open the System Administration dropdown and select Account Management.
Select Account Reference Data to scroll to that section.
Select New Department.
In the Details panel, enter a Department Name.
Select the save tick to save the record.

The new department is immediately available in Department dropdowns across the application.

Note: Department names are matched case-insensitively. For example, "Engineering" and "engineering" refer to the same department when importing accounts from a CSV file.

Creating a Section

Only Administrators can create Section records. The process is the same as for departments.

From the System Administrator Menu, open the System Administration dropdown and select Account Management.
Select Account Reference Data to scroll to that section.
Select New Section.
In the Details panel, enter a Section Name.
Select the save tick to save the record.

Note: Section names are also matched case-insensitively for account imports.