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Understanding the Manager Role

Learn what managers can do, how department scoping works, and how to get started managing your team's knowledge.

This guide is for team members who have been assigned the Manager role, and for admins or owners who want to understand what managers can and cannot do. Managers are responsible for their departments' content, members, and quality.

If you are an admin looking to set up departments first, see the Setting Up Departments and Permissions guide.

Managers have full control over their assigned departments. Here is everything a manager can do within their departments.

Manage department contentUpload, edit, and organize documents within your managed departments. Keep your team's knowledge base current and accurate.
Invite members to their departmentsAdd new team members to the departments you manage. Members gain immediate access to that department's content.
Resolve duplicate documentsReview and merge duplicate documents that appear within your departments to keep the knowledge base clean.
Create and edit departmentsSet up new departments, update names and descriptions, and configure visibility settings for the departments you manage.
Create and publish content bundlesPackage documents into shareable content bundles for distribution to specific teams or external stakeholders.
View department analytics, insights, and healthAccess analytics dashboards, knowledge health scores, and insights specific to your managed departments.
Approve department resource requestsReview and approve requests from department members who need access to additional resources or content.
1

Invite Members to Your Departments

Navigate to Admin Hub and select Team. Find your department in the list, then click Add Members. Select the people you want to add and confirm. They will gain access immediately.

2

Create a New Department (If Needed)

In the Team page, scroll to the Departments section and click Create Department. Enter a name and description, and choose Public or Private visibility based on content sensitivity. You will automatically be assigned as the department manager.

3

Review and Resolve Duplicates

Check the Knowledge Health page for duplicate alerts within your departments. Review each pair of potential duplicates and choose to merge or keep them separate. Regular cleanup improves search accuracy and reduces confusion for your team.

4

Monitor Your Department's Health

Visit Insights to see trends, knowledge gaps, and usage patterns for your departments. Check Knowledge Health for stale content, missing topics, and quality scores. Use these signals to decide what content to add, update, or reorganize.

Pro Tip: You can manage multiple departments. If you oversee both Engineering and Product, ask your admin to assign you as manager for both. Your dashboard will show combined analytics, and you can switch between departments when managing content or members.
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