Organize people into departments
Create departments, move people between them, and archive the ones you no longer need.
A department is the scope for shared knowledge and for manager oversight. Once someone is in Client Services, their Talent can draw on what Client Services knows, and the Client Services manager can curate that knowledge for everyone in it.
Set departments up before you invite people, because a member invitation needs one.
Create a department
- Open Team in the sidebar, then the Departments tab.
- Choose Create department.
- Give it a name your team already uses. A 20 person agency usually ends up with something like Client Services, Growth, and Ops rather than a formal org chart.
- Add a short description of what the department does. This becomes the first thing its shared memory says about it.
- Save.
Names must be unique. If you get "A department with this name already exists.", an active department already uses that name, including a version that differs only in capitalization.
Where people sit
- Every member holds a department. They get one when they are invited, and they always have one after that.
- Admins can be workspace wide. An admin does not need a department, though they can sit in one like anyone else.
- Only admins move people. Change someone's department from their row in the Directory tab.
Changing an admin's department is owner only. A non-owner admin sees that control disabled with an explanation, rather than a button that fails.
Moving someone re-scopes their access immediately. If you move a person from Growth to Ops, their Talent stops reading Growth's shared memory on the next turn and starts reading Ops. Nothing is copied across, so move people before they need the new context, not after.
Read the Directory
The Directory tab has two views:
- People lists everyone active, admins and members alike, with their role and department.
- AI teammates lists each person's Talent by name, with the department it works in, the person it belongs to, and whether it is Active, Paused, or still Finishing setup. A person who has not set theirs up yet shows No AI teammate yet, which is the fastest way to spot a stalled onboarding.
Filter the Directory by a department, by Managers, or by Pending to find people who have not finished setting up.
Archive a department
Archiving retires a department without deleting its history. Open its row on the Departments tab and archive it.
A department can only be archived once it is empty. Move its members somewhere else and clear its pending invitations first. Archiving also releases the manager seat on that department.
A worked example
A 16 person agency creates Client Services, Growth, and Operations. It places each member in the team they work with, assigns the Client Services lead a manager seat, and adds "Client updates go out every Monday morning" to that department's shared memory. When one coordinator moves to Operations, an admin updates the Directory row before their next Talent turn, so the Talent starts using Operations context immediately.
What to check
"Cannot archive, 3 active members and 1 pending invitation." Exactly what it says. Move those members to another department on the Directory tab, and revoke the pending invitation on the Invitations tab, then archive.
"Choose a different department name." A duplicate. Rename the old one or pick a different name.
The new department has no manager. That is normal. Managers are assigned separately and are optional.
Someone's Talent still quotes the old department. Confirm the move landed on their Directory row. Access is derived from their current membership at read time, so once the row is right the next turn is right.