Overview
Departments let you model the organizational structure of a business account. You can create a hierarchy of departments, assign contacts to them, and nest sub-departments under parent departments. When creating a project, you can link it to a specific department and its contacts.
Before You Start
Available to companies with Smart Pro.
You must have Accounts permission.
The account must already be created.
How to Access the Departments Tab
Open the account's detail page.
Click the Departments tab.
How to Add a Department
On the Departments tab, click Add Department in the upper right corner.
Fill in the department form:
Field | Required | Description |
Department Name | Yes | The name of the department (for example, "Finance," "IT," or "Operations") |
Description | No | An optional description of the department |
Parent Department | No | Select a parent department to nest this department underneath, or leave as "None (Top Level)" for a top-level department |
3. Click Create Department to save.
How to Edit a Department
Click the three-dot menu on the department card.
Select Edit.
Update the fields in the slideout.
Click Update Department to save.
How to Delete a Department
Click the three-dot menu on the department card.
Select Delete.
Confirm the deletion.
Understanding the Department Hierarchy
Departments display in a collapsible tree structure. Each department card shows:
Department name
Contact count (for example, "2 Contacts")
Sub-department count (for example, "1 Department")
Description (truncated to 150 characters; hover to see the full text)
Click the arrow icon on a department card to expand or collapse its contents, which include:
Contacts assigned to that department
Nested child departments
đĄ SmartTip: Use the Search departments or contacts by name field at the top of the tab to quickly find a specific department or contact in large accounts.
How to Add a Contact to a Department
Click the three-dot menu on the department card.
Select Add Contact.
Complete the contact form and the contact is automatically associated with that department.
You can also assign a department when adding or editing a contact from the Contacts card on the Overview tab.
How Departments Connect to Projects
When creating a project, the Contact Type field includes a "Department" option. Selecting it lets you:
Choose a department from the dropdown.
Then choose a contact within that department.
This links the project to a specific department and contact, keeping your organizational relationships clear.
Best Practices
Mirror the client's actual organizational structure when setting up departments.
Use descriptions to add context your team needs, such as the department's role in the project or billing chain.
Keep department names concise so they display clearly across the interface.