Departments and Subdepartments
Overview
Subdepartments are a unique function of Ankota. Subdepartments allow companies to divide themselves into sub-entities, but also require additional work.
One particular advantage of subdepartments is the inherit limit to data access. Staff who are entered as admins at the parent level have access to parent and child subdepartments through the right-hand menu access. There is also guest access, which will vary according to whether the worker is a caregiver or admin.
NOTE: If you are requesting to add a new department, contact Support. Note build time is 5-10 business days after departmental criteria is established.
This article includes:
Advantages of Single vs. Multi-department Builds
Reports & Billing
Reports and billing can be pulled at the subdepartment level, or at the parent level, multiple reports can be built/pulled.
Parent Level Access
Staff who are entered as admins at the parent level have access to parent and child subdepartments through the right-hand menu access. This is normally set up at implementation. Additional overarching admins can be entered at the parent level without any issue.
Guest Caregiver Access
If a caregiver needs to be scheduled in another department, this can be adjusted through Caregiver Registration.
- Click Settings
- Click Caregiver Settings
- Register Caregiver with Group
- Search for the caregiver, then in the right under Organization Structure check the boxes for the departments you wish them to be available to be scheduled to.
- Click Register Caregiver to save
Note caregiver profiles will be copied to their "guest" department, but the caregiver profile is ONLY editable in the original department. Guest workers are tagged as follows:
Guest Admin Access
If an admin needs access to another department, this can be adjusted through Caregiver Registration. Simply go to Settings, Caregiver Settings, then Register Caregiver with Office.
In this location, search for the appropriate admin, then in the right under Organization Structure check the boxes for the departments you wish them to be able to log into. Click Register Caregiver to save the settings.
Please note admins who are granted access this way cannot use the right-hand menu. They will log into the different departments using that specific department name on the log-in page.
For example, company ABC has subdepartments ABCD, ABCE, and ABCF. To log into ABCD, the admin with guest access to subdepartments would log in with their email, password, and ABCD to access the ABCD department.
Advantages of Single vs. Multi-department Builds
Subdepartments are a unique function of Ankota. Subdepartments allow companies to divide themselves into sub-entities, which may useful in terms of limiting viewership without excessive template limitations, as well as setting different rules, addresses, and IDs for different company branches. Subdepartments can make the environment more challenging to manage and update, however, as different administrative viewpoints, rules, etc. add complexity.
Reports can be made easier by subdepartments, particularly if it is helpful to break down multiple locations by their respective success rates.
Finally, while caregivers can "travel" between departments, clients must have a profile in ever department they receive services in. Most organizations will want to avoid splitting a department if it means a client will be forced to be duplicated.