Department Management

Departments in Pollarix allow you to organize surveys, users, and settings into logical units.

Organization Structure

What is a Department?

A department is an organizational unit containing:

• Surveys - All surveys created within the department
• Collectors - Survey distribution campaigns
• Users - Team members with access to the department
• Contacts - Your contact database
• Settings - Department-specific configuration

Multi-Department Access

Users can belong to multiple departments with different roles in each.

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User Roles & Permissions

Permission Matrix

Capability	Implementor	Admin	User	Read Only
Create surveys	✅	✅	✅	❌
Edit surveys	✅	✅	✅	❌
View results	✅	✅	✅	✅
Export data	✅	✅	✅	✅
Manage collectors	✅	✅	✅	❌
Manage users	✅	✅	❌	❌
Department settings	✅	✅	❌	❌
API keys	✅	✅	❌	❌
Webhooks	✅	✅	❌	❌

Role Capabilities

Admin

Full department access:

• Add and remove users
• Change user roles
• Modify all department settings
• Access API keys and webhooks
• Full survey and collector management

User (Editor)

Content management:

• Create and edit surveys
• Create and manage collectors
• View and export results
• Cannot manage users or department settings

Read Only

View-only access:

• View surveys (cannot edit)
• View collector results
• Export data
• Cannot create or modify content

API User

Programmatic access:

• Used for integrations and automation
• Does not count towards user limits
• Cannot log in interactively
• Requires Pro or Enterprise plan

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Adding Users

Via Dashboard

1. Navigate to Settings → Users → Add Users
2. Select role from radio buttons
3. Enter email addresses (comma-separated)
4. Click Submit

Via API

Add users via API

curl -X POST 'https://api.pollarix.com/department/{id}/users' \
  -H 'Content-Type: application/json' \
  -H 'Authorization: Bearer YOUR_API_TOKEN' \
  -d '{
    "emails": ["user1@company.com", "user2@company.com"],
    "role": "user"
  }'

Bulk Import

Add multiple users at once by separating email addresses with commas.

User Limits by Plan

Plan	Max Users	API Users
Basic	1	No
Advance	3	No
Pro	10	Unlimited
Enterprise	Unlimited	Unlimited

API Users Don't Count

API users are for integrations and don't count toward your user limit!

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Settings Overview

🎨

Appearance

Department name, logo, and language settings

👥

Users

Add, edit, and manage team members

🔑

API Keys

Generate tokens for programmatic access

🪝

Webhooks

Configure event notifications

📧

Email

Custom email domain setup

💬

WhatsApp

WhatsApp provider integration

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Appearance Settings

Customize your department's branding and localization:

Setting	Description
Department Name	Max 100 characters, visible in navigation
Culture/Language	en-US (English) or he-IL (Hebrew)
Department Logo	PNG/JPG, recommended 200x200px minimum

The culture setting affects:

• Default survey language
• Date/time formatting
• UI text direction (LTR/RTL)

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API Keys

Pro ⭐ Enterprise

Permanent Token

Long-lived token for server-to-server integrations:

Using your API token

curl -X GET 'https://api.pollarix.com/survey/department/{id}' \
  -H 'Authorization: Bearer YOUR_PERMANENT_TOKEN'

Security Best Practices

• Store tokens in environment variables
• Never commit to version control
• Rotate tokens periodically

Temporary Token

Short-lived tokens for testing:

Use Cases:

• Testing API integrations
• Temporary third-party access
• Development and debugging

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Subscription Features

Feature	Basic	Advance	Pro	Enterprise
Surveys	3	10	50	∞
Responses/month	100	500	5000	∞
Email collector	✅	✅	✅	✅
SMS collector	❌	✅	✅	✅
WhatsApp collector	❌	✅	✅	✅
Custom domain	❌	❌	✅	✅
API access	❌	❌	✅	✅
Webhooks	❌	❌	✅	✅
Automations	Basic	Standard	Advanced	Full
Support	Email	Email	Priority	Dedicated

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Best Practices

Department Organization

Strategy	When to Use
By Team	Marketing Dept, HR Dept, Customer Success
By Region	North America, Europe, Asia Pacific
By Product	Product A Surveys, Product B Surveys
By Use Case	NPS Surveys, Support Feedback, Employee Surveys

User Role Assignment

• Admins - Department leads, survey program managers
• Users - Survey creators, analysts
• Read Only - Executives, stakeholders who need visibility
• API - Integration systems, automation tools

Security Recommendations

1. Principle of Least Privilege - Assign minimum required role
2. Regular Audits - Review user list quarterly
3. Offboarding Process - Remove users promptly when they leave
4. API Token Security - Rotate tokens, use environment variables
5. Multi-Department Access - Be deliberate about cross-department access

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API Reference

Endpoint	Method	Description
/department	GET	List all departments
/department/{id}	GET	Get department details
/department	POST	Create department
/department/{id}	PUT	Update department
/department/{id}	DELETE	Delete department
/department/{id}/users	GET	List users
/department/{id}/users	POST	Add users
/department/{id}/users/{email}	DELETE	Remove user
/department/{id}/api-token	GET	Get API token
/department/api-secret	GET	Get current API secret

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Troubleshooting

User limit reached

Solutions:

1. Upgrade subscription plan
2. Remove inactive users
3. Use API users for integrations (don't count toward limit)

User cannot access department

Check:

1. User was added to the correct department
2. User's role has appropriate permissions
3. User is using correct email to log in

API token not working

Verify:

1. Token hasn't expired (temporary tokens)
2. Token is for the correct department
3. API feature is available on your plan
4. Regenerate token if compromised

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Summary

Task	Location
Change department name/logo	Settings → Appearance
Add team members	Settings → Users → Add Users
Manage user roles	Settings → Users
Get API credentials	Settings → API Key
Configure webhooks	Settings → Webhooks
Set up email domain	Settings → Email
View subscription	Settings → Subscription

Your department is now configured for your team!