Department Management¶
Complete Guide to Department Configuration¶
Departments are the organizational structure of your community. This guide covers creating and configuring departments.
Creating a Department¶
- Go to Departments > Create Department
- Fill in the details:
| Field | Description | Example |
|---|---|---|
| Name | Department name | Los Santos Police Department |
| Abbreviation | Short code | LSPD |
| Type | Category | Law Enforcement |
| Color | Accent color | #0066CC |
- Click Create
Department Types¶
| Type | Description |
|---|---|
| Law Enforcement | Police, Sheriff, State Police |
| Fire/EMS | Fire Department, Ambulance |
| Civilian | DOJ, DOT, Mechanics |
| Dispatch | 911, Communications |
| Corrections | Jail, Prison |
| Other | Custom types |
Department Settings¶
Access settings by clicking the gear icon on any department.
Basic Settings¶
| Setting | Description |
|---|---|
| Name & Abbreviation | Update department identity |
| Color | Change accent color |
| Logo | Upload a department logo |
| Active Status | Enable/disable the department |
Assignment Rules¶
| Rule | Description |
|---|---|
| Can be Primary | Allow as a member's main department |
| Can be Secondary | Allow as an additional assignment |
| Max Secondary Members | Limit secondary assignments (optional) |
Callsign Format¶
Configure how callsigns are generated for members.
Available Placeholders¶
| Placeholder | Description | Example |
|---|---|---|
{NUM} |
Member number | 1, 2, 3... |
{NUM:3} |
Padded number | 001, 002, 003... |
{RANK} |
Full rank name | Sergeant |
{RANK_ABBR} |
Rank abbreviation | SGT |
{DEPT} |
Department name | Los Santos Police Department |
{DEPT_ABBR} |
Department abbreviation | LSPD |
Format Examples¶
| Format | Result |
|---|---|
{DEPT_ABBR}-{NUM:3} |
LSPD-001 |
{RANK_ABBR} {NUM} |
SGT 15 |
{NUM:3} |
001 |
{DEPT_ABBR}-{RANK_ABBR}-{NUM} |
LSPD-SGT-15 |
Roster Structure Modes¶
Choose how each department's roster is organized. Set the mode in Department Settings → Roster Structure.
Slot-based and hybrid require Standard or higher
Member-based is available on every plan. Slot-based and hybrid rosters require a Standard or Professional subscription.
Member-Based Mode (Default)¶
- Members are assigned freely
- Unlimited positions per rank
- Only filled positions are shown
- Best for flexible organizations
Slot-Based Mode¶
Slot-based rosters pre-define every position ("slot") with its own badge number and rank. Members are seated into slots, and any unfilled slot shows as a vacancy — making it easy to see where you're short-staffed.
Configuring slots¶
- Open the department and choose Settings → Roster Structure → Slot-Based.
- Click the Slots tab in the department navigation bar (a persistent tab bar runs across Roster · Slots · Ranks · Subdivisions · Settings).
- Add slots. Each slot has:
| Field | Description |
|---|---|
| Badge number | The slot's badge/callsign. Numeric entry is auto-prefixed and zero-padded to the department's badge format, with a live preview of the saved value. |
| Rank | The rank this slot belongs to. Seating a member here sets them to that rank. |
| Position name | Optional title for the seat (e.g. "K-9 Lead", "FTO"). |
| Reserved | Hide a slot from the roster without deleting it (a "Reserved" badge is shown). Re-activate it any time. |
Faster slot setup¶
The Slots tab includes tools to build out a department quickly:
- Capacity overview — a per-rank table of total / filled / vacant slots, so you can spot gaps before adding more.
- Multi-rank create — add slots across several ranks at once in a single submit, with sequential badge numbering.
- Clone a rank's slots — copy one rank's slot count to another rank.
- Reorder — move slots up/down within a rank.
- Assign from the Slots page — fill a vacancy without leaving setup.
One member holds at most one slot per department.
Hybrid Mode¶
- Slots for command/leadership ranks, member-based for lower ranks
- Set the threshold rank — at or above it uses slots, below it is member-based
- Best for organizations with structured leadership but flexible lower ranks
Managing Department Roster¶
Viewing the Roster¶
The department page shows all assigned members organized by rank. On slot-based and hybrid rosters, vacant slots are shown alongside filled ones.
Roster views¶
A view toggle on the roster switches between:
- Roster — the standard rank-grouped list.
- Structure — a read-only, top-down org chart of the department: rank by rank, who holds each position, and where the vacancies are. It works for every roster type, uses your uploaded rank insignia (ranks without an uploaded insignia simply show no icon), and has a one-click toggle to hide vacant spots.
Slot member actions¶
On slot-based and hybrid rosters, each seated member's actions menu (and the slot row) offers:
- Vacate slot — open the position back up without changing the member's rank or removing them from the department. It's an open seat, not a demotion.
- Move to another slot — reassign the member to a different slot at the same rank.
- Swap — exchange two members' slots.
When a promotion needs a slot and none is open at the new rank, PulseRoster creates one for you — the new slot is confirmed on screen and recorded in the activity log.
Roster Information¶
| Column | Description |
|---|---|
| Member | Name and avatar |
| Rank | Current rank in department |
| Callsign | Assigned callsign |
| Status | Active, On LOA, etc. |
| Subdivisions | Unit assignments |
Deleting a Department¶
- Go to Department Settings
- Scroll to Danger Zone
- Type the department name to confirm
- Click Delete Department
Important
You cannot delete a department with active members. Remove all assignments first.
Quick Reference¶
Department URLs¶
| Page | URL |
|---|---|
| Departments List | /c/[slug]/departments |
| Department Roster | /c/[slug]/departments/[deptSlug] |
| Manage Slots | /c/[slug]/departments/[deptSlug]/slots |
| Department Settings | /c/[slug]/departments/[deptSlug]/settings |
Required Permissions¶
| Action | Permission |
|---|---|
| View departments | All members |
| Edit departments | department.edit |
| Delete departments | department.delete |
| Manage subdivisions | department.manage_subdivisions |
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