Tavora

Guide

Departments

Departments split the organization into separate working areas — “Secretariat”, “Events”, “Sales” — each with its own groups, its own managers and its own permissions. Each team's tasks stay isolated in the right group, with different people in charge.

1What it is

Departments are optional: without them, everything works the classic way (single set of tasks for the community). As soon as you create the first department, the task system switches to “per area” mode: the Activity menu shows the selector, and every area gets its own board, its own reviews, its own statistics.

Tasks that belong to no department live in the General area, visible only in the private chat: it has no groups, so no feed and no digest — it's the home of cross-cutting tasks.

2Creating and managing

From ⚙️ Management → 🗂 Departments: open to the staff or to whoever has the “Manage Departments” permission. With ➕ New department you give it a name (up to 60 characters), then an emoji as its icon if you like. Up to 20 departments per organization.

In the department's card: ✏️ Rename, 😀 Emoji, 👥 Groups, 🎖 Managers, 🛡 Permissions, 🗑 Delete. There's a shortcut from the inside as well: Activity menu → the department → 🗂 Manage department.

3The department's groups

From the department → 👥 Groups you assign the connected groups with one tap: ✅ = in this department, ⬜ = free, 🔒 = taken by another one. Key rule: a group belongs to at most ONE department.

  • In a department's groups you only see that department's tasks: board, feed, digest and commands show exclusively its own.
  • Groups with no department = tasks off (in organizations that have at least one department): task commands go quiet until an admin assigns the group.

4Managers and permissions

Inside a department, whoever creates, whoever works on and whoever manages can be different people.

  • 🎖 Managers by person: you appoint them from the member list (with search); whoever is appointed or removed gets a private message in their own language.
  • 🎭 Managers by role: switch a custom role on and whoever holds it manages the department — whoever joins the role becomes a manager on their own, whoever loses it stops. The right route when the people in charge change often.
  • 🛡 Permissions, two separate levers: 📝 Create tasks (all members / chosen roles only) and 🔧 Work on tasks (same). A new department starts with “create: chosen roles only, none selected” and “work on: everyone”.

The staff always bypasses. Whoever created a task, and whoever is assigned to it, can always work on it. And whoever only has “Manage Departments” can't give themselves powers: they can't appoint themselves manager nor switch on a role they hold.

Department managers also use the group commands /assign, /unassign, /delete and /workload — but only in their own department's groups.

5Members and jobs

A department has real members: you add them one by one with the search, 📥 import them from the group connected to it in one go, remove them when they change team. One person can be in several departments.

Membership does concrete work: it offers the right people when you assign shifts and tasks, filters the member list by department, shows the Library documents reserved to the department. A department with no Telegram group makes perfect sense: it exists and works inside the bot.

🎭 Jobs are the department's internal roles — “Coordinator”, “Shift worker” — with local capabilities: create/work on/manage tasks, manage the department's requests, shifts or members. Up to 6 jobs per department, one per person, and they grant no power outside the department.

6What else they get

  • 📨 Service desk requests addressed to the department, handled by its managers.
  • 🔁 Shifts per department: each department has its own board.
  • 📚 Reserved documents: Library resources visible only to the department's members.
  • 📊 Department statistics: active by status, delays, average closing time, punctuality %, top performers and workload per member.
  • ⚙️ Per-department settings: feed in the groups (Important/All/Off), deadline alerts with the first-alert threshold, digest with frequency and time.

These stay with the whole organization: proposals, votes, forms and events.

7Numbering and deletion

Task numbers (#1, #2, …) are independent for each area: two departments can each have a task #1. When you quote a number in a group, it refers to that group's department. Numbers are never recycled.

🗑 Deleting a department is irreversible: its tasks return to the General area (renumbered there), its groups are detached. If the department has tasks, the bot tells you first and offers the PDF export. Departments can't be reordered, and a task can't be moved from one department to another.