One of the most highly requested features is for Breezeway to add additional departments. We're excited to announce Subdepartments, which allow you to schedule, track and report on work associated within existing departments in Breezeway.
You can create Subdepartments in multiple areas of Breezeway, making it easy to quickly associate work to subdepartments.
To get started navigate to Settings>Tasks>Subdepartments.
From this page, you can create or edit existing Subdepartments.
Additionally, you can create Subdepartments from:
1) the task flyout: making it easy to add new subdepartments as tasks come up.
2) task details page: allowing you to quickly associated previously scheduled work with the appropriate Subdepartment.
3) Templates: Subdepartments can also be associated with any template, which means the Subdepartment is automatically added when a template is scheduled. When creating or editing a template, you will now see a new dropdown to add the Subdepartment.
Please note: You cannot duplicate the name of Subdepartments within your account. Each Subdepartment must be unique.
Filtering & Reporting
We understand being able to report on Subdepartments is incredibly important for your business, which is why Subdepartments are included in all default CSV exports and are available as an option when generating custom views and exports (learn more about custom exports and customizing your view here).
From any department page, you'll see the Customize button on the right next to Filters. Selecting this allows you to control which columns are included on the department view.
You can also filter by Subdepartments on the individual department page or by viewing ‘All Tasks.’ Here simply filter by the Subdepartment you’d like to see results for.
If this is information you’ll need to access frequently, you can create a Saved View. Learn more about Saved Views here.
Subdepartments are also visible on the Dashboard, making it easily to quickly gauge progress on scheduled work.
For example: If you’re looking to see just Linen tasks, you can filter by the Linen Subdepartment and view those tasks. Again, if this is a view you’ll use frequently, we recommend saving the view.
Filtering by Subdepartment will also adjust the progress graphs to help you understand how this Subdepartment is operating today.
Adding & Changing Subdepartments using Bulk Actions
You can also update Subdepartments in bulk to quickly associate previously completed work to Subdepartments.
From any department page, simply click one or more tasks to see the 'Bulk Actions' option appear. Once visible, you can update the Subdepartment of these tasks at once through the flyout.
Simply select the desired Subdepartment from the dropdown and the blue ‘Update’ button at the bottom of the flyout to save.
Note: You are not able to create new Subdepartments through this Bulk Action. You can only select from existing Subdepartments here so you will want to add Subdepartments elsewhere before selecting tasks.
Can I change the department a Subdepartment is associated with? You can; but, in doing so, tasks that are already scheduled may be impacted.
What happens if a Subdepartment is updated after a task is assigned? If a Subdepartment is changed after the work has been scheduled (specifically if this is a template), tasks associated with that template will be impacted accordingly.
Regardless if a task is Drafted or Committed, if the task is not started, the department and/or Subdepartment will be updated.
For tasks that are already in-progress, are overdue or were previously completed, the department and/or Subdepartment will not be changed. If you need to change this, it must be done manually.
Who can create or change Subdepartments? Administrators can create and delete Subdepartments across all departments. Supervisors can create Subdepartments which are associated within their designated Department (i.e. a Supervisor of Cleaning can only change or create subdepartments used in Cleaning).