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	2	No
Pro	5	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

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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

Temporary Token

Generate a short-lived access token using your department's API key and secret. The email must belong to one of this department's API users. Tokens are not issued for people, admins included. Only department admins can view the API secret.

Requesting an access token

curl -X POST 'https://api.pollarix.com/auth/access-token' \
  -H 'Content-Type: application/json' \
  -d '{"apiKey": "YOUR_DEPARTMENT_ID", "apiSecret": "YOUR_API_SECRET", "email": "integration@example.com"}'

Use Cases:

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

Security Best Practices

• Store the API secret in environment variables, never in source control
• Tokens cannot be rotated or renewed — request a fresh one for each integration run
• Use HTTPS for all API requests

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Subscription Features

Use the current pricing and allowances for monthly response limits, user seats, and channel quotas.

Feature	Basic	Advance	Pro	Enterprise
Web link / QR	Included	Included	Included	Included
Email and SMS collectors	—	Included	Included	Included
Website widget	—	—	Included	Included
REST API and webhooks	—	—	Included	Included

WhatsApp distribution is not generally available in the current release. Custom Enterprise terms are agreed with the team.

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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/api-secret	GET	Get current API secret
/auth/access-token	POST	Exchange an API key and secret for a temporary access token

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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!