Article summary: When your organization expands or restructures, your digital workspace needs to mirror those changes. This guide explains how to check for existing structures, create new Business Units or Departments, and assign employees either manually or automatically using User Sync group mapping rules.
1. Verify if the group already exists
Before creating a new structure, check if the department, job, or role already has an existing group in your Speakap network.
- If the group already exists: You do not need to recreate it. You can skip directly to manually adding users (Option A) or updating your User Sync rules to point the new HR value to this existing group (Option B).
- If the group does not exist: You must first create the empty structure before users can be assigned (Proceed to Step 2).
2. Create the new Business Unit or Department (If needed)
Ensure you have the necessary administrator permissions before beginning.
- Click the gear wheel icon and navigate to Organization settings (if its a Business Unit or Department) or Group Settings (if its going to be a Group).
- For Business Units: Go to the Business Unit tab and click the + Business Unit button to create it. (Sometimes the definition could be different, for example Division, Region, Location or Store)
- For Departments: Go to the Department tab (sometimes labeled as Departments, Location or Division) and click + Department to create it.
- Linking them: If the new department belongs underneath a specific Business Unit, open that Business Unit, navigate to its Department tab, and add the newly created department underneath it by clicking on the ‘Add’ button.
3. Option A: Add users manually
If you do not use an automated User Sync, you must add users to the new or existing group manually:
- Open up the Business Unit or Department and you will see the Users list.
- Click the + Add button.
- Search for and select users one by one, or select multiple users at a time.
- Using the Role column, select whether each user is a standard Member or an Admin of that group.
- Tip: check the preferences to allow members to post content or not
4. Option B: Add users automatically via User Sync
If you have a User Sync process in place, you can automate user assignment based on the new data coming from your HR system.
To map the new HR value to a group:
- Navigate to your User Sync dashboard.
- Go to the Group mapping section and click the + icon to add a new rule.
- Select group: Find and select the newly created or existing group from the list.
- Mapping rules: Choose "Only users that match specific rules".
- Add Expression: Create a rule matching the specific new data value coming over from your HR system. For example, set the expression so that if a user's HR profile lists their department as the new role, they are automatically added to this group.
- Complete the setup by defining the Roles and whether the group is Mandatory, then click Create new rules.
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Run the User Sync. From that moment on, employees with the new HR value will automatically be assigned to the designated department.
Tip: check the preferences to allow members to post content or not