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User Divisions

Suite

Customer Experience Employee Experience Strategy & Research

Product

Qualtrics

What's on this page

About User Divisions

As a Brand Administrator, you can set up divisions. With divisions, you can segment your license into smaller entities. You can give different divisions specific permissions for their users, and you can give specific users full administrative access for other users within their own division.

Division-level administrators can be helpful if you have natural divisions within your organization that each need their own administrative control, such as different teams, departments, or colleges.

Qtip: The Divisions page will show you the number of users and surveys in each division.

Attention: We strongly advise that you do not use divisions for Employee Experience. Although divisions have Employee Experience permissions, these aren’t as effective as our custom Employee Experience user types.

Creating Divisions

Navigate to the Admin page.

Choosing admin from the top-level navigation in the top-left of every page of the website

Select Divisions.

image of the division section of the admin tab. The Create Division button in the top-right is highlighted

Click Create Division.

Name the division.

If desired, set a Blind Carbon Copy email address. This means that all emails sent by users in the division will be copied to this address. This includes email distributions for surveys the user owns, email triggers, and sending emails to a contact list.

Click Create.

Under Division branding, you can set a Custom logo.

Image of a newly created division, divided into three parts: general information, users, and permissions

Add users to the division as desired.

Turn permissions on or off by clicking the switch on the right side of each permission. For a detailed list of permissions, visit our User, Group, & Division Permissions page.

Qtip: These division permissions will be applied to every account that belongs to the division. This process is similar to setting permissions for user types and group types.

Scroll to the bottom of the page and click Apply to save changes.

Apply button at the bottom of the list of permissions

Qtip: You can edit these same settings later by clicking a division’s name on the Division page, or by choosing Manage division under the dropdown.

Adding Users to a Division

Qtip: Users can only be assigned to one division at any given time.

Navigate to the Admin page.

Select Divisions.

Image of divisions page, list of divisions

Click the name of the division you want to add users to.

Click Add users.

Add users button in middle section of divisions page

Search for the users you want to add.

Modal where you search users by username or email, results are shown as a list of people you can check off

Qtip: You can use incomplete terms if searching by username, but for email, you must type an exact email address (e.g., barnabysmith@example.com).

Select each user you want to add.

Click Add users.

Scroll to the bottom of the page and click Apply to save changes.

You can also add a user to a division by searching for the username in the Users tab. Then click on the username and set a division by choosing from the divisions dropdown.

Division dropdown menu on righthand side of user page

Assigning a Division Administrator

Division Administrators are only able to access and make changes to users in their division; they will be able to add users from their division to groups that they’ve created, but they cannot add users to other divisions or to groups they have not created. Division Administrators will still be able to create new users, but when they do so, the user will automatically be added to the Division Administrator’s division.

Qtip: Division Administrators will have access to the metadata of all users in the brand if they have the Access Organization Address Book permission enabled.

Brand Administrators are able to access the account settings of all users regardless of division.

Qtip: To be an administrator for a division, the user must first be added to the division.

Navigate to the Admin page.

Select Divisions.

Click on the division name.

Next to each user who’s been added to the division, there will be a Division admin switch. Enable it to make a user a division administrator.

Users in a division, one is marked as a division administrator, the blue toggle enabled

Scroll to the bottom of the page and click Apply to save changes.

Division Administrator Access

Division Administrators can only affect accounts within their division. They have access to the Reports, Users, User Types, Groups, and Group Types tabs, but the content in these tabs is limited by data and users in their division.

Unlike the Brand Administrator, Division Administrators cannot edit organization settings and cannot request changes to the following:

Email domains, SPF records, and SMTP
SSO Settings
Login URL
Self-Enrollment
Survey Description
Survey Approver/Aprovee
Brand Logo
Themes
Coupon Codes

Removing Users from a Division

Navigate to the Admin page.

Select Divisions.

Click on the division name.

Click the minus sign ( – ) next to the user’s name. This will only remove the user from the division; it will not delete their account.

Users in a division, each one has a minus sign next to it

Scroll to the bottom of the page and click Apply to save changes.

Deleting a Division

To delete a division, select the dropdown next to the division, then click Delete division.

Dropdown next to a division, Delete division highlighted

A division cannot be recovered once it is deleted. If you want to reuse a division you’ve deleted, you will need to rebuild the division.

When a division is deleted, any users that were in that division will have their permissions updated according to their user type.

Setting a Self-Enrollment Division

Once you’ve created a division, you can set that division as the default when users self-enroll into your license. Select the dropdown next to the division, then click Set to self-enroll.

Dropdown next to a division, Set to self-enroll highlighted

Once a division is set to self-enrollment, it will be marked with a checkmark in the Self-Enrollment column. You can remove this by choosing another self-enrollment division, or by clicking the dropdown and selecting Remove Self-enroll.

A division has been set to self-enrollment

Division Branding Options

Brand Administrators can edit the logo for a division. Division Administrators must request these changes from their Brand Administrator.

Once a logo has been saved, it will appear in the bottom left-hand corner of all accounts within the division. The image you want to use must be in a PNG or JPG format.

Navigate to the Admin page.

Select Divisions.

Click on the division name.

Under Custom logo, click Select a file to upload your image.

Scroll to the bottom of the page and click Apply to save changes.

Qtip: Account logos can also be set on a brand level. Brand Administrators can submit a request to have a logo added to all accounts in their brand by submitting a theme update request through the Customer Success Hub.

Best Practices

Some examples of practical user divisions are:

Business units within an organization (HR, Marketing, Research, etc)
Regions within an international organization (North America, South America, Asia, etc)
Organizations with natural divisions that each require their own administrative control
Very useful when there is a need to divide user cost among individual cost centers

When building divisions, keep in mind these important considerations:

Users can only be part of one division at a time
Divisions add another layer of permissioning – permission changes will need to be reviewed at the division, user type, and user level to make sure the appropriate access is being granted
Assigned Division Admins only have full control over their respective division
Divisions are not the solution if your brand would like to branch into a new product area. For example, if you currently have a CX program with Qualtrics and would like to create an EX program, creating a new program entirely would be the proper course of action

FAQs

What does this permission mean?

You can check out our page on User, Group, & Division Permissions to get an exact description of each permission’s function.

Once you're on the User, Group, & Division Permissions page, perform a page search to quickly find the permission you're interested in. To perform a page search, press Cmd + F on Mac or Ctrl +F on PC.

I noticed a specific permission is grayed out for a user; why can’t I give this user that specific permission?

Account permissions can be controlled on several different levels: the organization level, the Division level, and the User level. If a permission has been disabled on a higher level, the permission will appear grayed out on any subsequent lower levels. So if a permission appears grayed out on the User level, that means the permission has been disabled on either the organization or Division level. In order to enable that permission, the permission has to first be enabled on the higher level. Often, a feature is grayed out if you haven't purchased access. If after checking on a higher level you don't see the permission enabled, talk to your Account Executive to talk about purchasing this feature.

What is the difference between a Group and a Division?

Groups are used to facilitate content sharing (libraries, contact lists) between users. Divisions are used to divide users into mini organizations within your larger organization, allowing you to give each division its own permissions and administrators.

What can a Division Administrator do?

Division Administrators will have access to the Users, User Types, Groups, and Group Types tabs. Any changes a Division Administrator makes in these tabs apply only to their Division (e.g., a Division Administrator can only add new users to their own Division). These permissions can be limited further in the Division settings (e.g., you can prevent Division Administrators from using the Proxy Login feature by disabling the Allow Proxy Logins permission).

How do I edit a user?

Navigate to the Users tab, search for the user in question, and click on their username. This will open a menu where you can edit their account information and permissions.

For more information, visit the Managing Existing User Accounts section of the Creating and Managing Users support page.

To edit users, you must be a Brand Administrator. Reach out to your Brand Administrator if you need assistance.

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User Divisions

About User Divisions

Creating Divisions

Adding Users to a Division

Assigning a Division Administrator

Division Administrator Access

Removing Users from a Division

Deleting a Division

Setting a Self-Enrollment Division

Division Branding Options

Best Practices

FAQs

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