Here at Weduka, people management is a simple and personalized experience, and people registration is the starting point to make your company’s journey more efficient. It is responsible for driving all interactions and functionalities, and accuracy is essential to ensure a good experience. It covers everything from basic data for each person to specific information such as role, operation, business, location, and shift.

We understand that every organization is unique, which is why we offer multiple segmentation options. With operations, businesses, roles, locations, and shifts, segmentation allows you to customize access, content distribution, and interactions based on your team’s unique characteristics. It ensures that the right information reaches the right people at the right time.

You gain more agility in distributing trainings, documents, news, and other resources, directing them to the relevant segments and ensuring that each person accesses only the information pertinent to their role, operation, business, location, or shift—thus maintaining confidentiality.

In this context, understanding segmentation is fundamental for properly completing the people database, which is the heart of the system. The transfer of this database with people’s information between your company and Weduka occurs in a personalized way. You can find more information about this in item 01 of the People FAQ.

A well-organized people structure is crucial to make the use of our solutions simple and functional, such as enrolling people in trainings or selecting a group that can access a particular news item. There are five different segments used to separate people: operation, business, role, location, and shift. Explore all possibilities and transform your people management.

Operation

The operation is the fundamental part of the structure and is responsible for ensuring confidentiality. This means that the data of one operation is not visible to other operations. For example, imagine your company manages customer service for multiple other companies. Each of them can be considered a separate operation, keeping the information isolated.

By default, each operation keeps its data private, and people from other operations cannot access it. However, in special situations, we can grant access between operations. This exception, granted person by person, is called unrestricted access. Corporate teams, such as HR, are usually registered in this way.

If your team is smaller and does not require confidentiality between areas, a single operation may be sufficient, simplifying management. More information about people with unrestricted access can be found in item 04 of the People FAQ.

Operation registration is mandatory and is carried out by our data team, even during the implementation phase when the first people database is sent to Weduka. Afterwards, if it is necessary to register a new operation, simply open a ticket in our support platform, indicating the name of the new operation and which businesses should be created within its structure.

Business

Businesses are like the areas within an operation, and there is no confidentiality between businesses registered under the same operation. With well-defined businesses, management becomes more efficient, as it is very easy to share information in a segmented way. For example, you can automatically assign trainings, documents, feed posts, news, surveys, and other functionalities to a business.

Business registration is mandatory and is carried out by our data team, even during the implementation phase when the first people database is sent to Weduka. Afterwards, if it is necessary to register a new business, simply open a ticket in our support platform, indicating which operation the new business belongs to and its name.

Businesses are also often used, together with role segmentation, to define people’s access profiles, determining which menus that group of people can access in Weduka. More information about access profiles can be found in item 03 of the People FAQ.

Role

A role is like a category that groups similar positions in your company and serves to differentiate the roles people occupy. People with the same role share the same level of access to the platform and information. For example, if a company has the positions CS Junior, CS Pleno, and CS Senior, but all of them share the same level of access in Weduka, with the same menus and information, it is good practice to unify these positions under the CS role. This makes information distribution easier on a daily basis.

Each role has a granularity, determining the level of access permission in Weduka. The lower the granularity, the more basic the access. For example, if the role Attendant has granularity 1 and the role Supervision has granularity 2, the hierarchy between them is defined so that people in the Supervision role have a higher hierarchy than those in the Attendant role. This differentiates access to usage reports and determines who can reset passwords. In the previous example, Supervision can reset the passwords of Attendants, but the opposite is not allowed.

This segmentation is useful for sharing documents, trainings, and specific information with people in a particular role. More information about granularity can be found in item 02 of the People FAQ.

Role registration is mandatory during implementation and is carried out by our data team. If you need to create new roles, simply open a ticket in our support platform, providing the position in your company, the corresponding role, the role’s granularity, and whether it should be associated with a specific access profile.

Location

This is an additional option for segmenting your people database. Unlike operation, business, and role, location is not mandatory, but it can be very useful if your company has multiple workplaces. For example, if your company has offices in different states, segmentation by location can separate people by state. This allows you to customize the distribution of information for specific audiences in each location.

For instance, if a campaign is intended for people in the Coordination role but is valid only for the Santa Catarina location, this segmentation makes it easier to target the information.

Location registration can be done during implementation, but if you need to create a new one, simply open a ticket in our support platform.

Shift

This is an additional option for segmenting your people database. Like location, shift is not mandatory, but it can be essential if your team works in different shifts. Imagine having shifts such as morning, afternoon, night, and overnight. By registering these four shifts, you can make trainings, documents, and specific content available for each one.

For example, if you have a different customer service script for the overnight team, the shift allows you to direct the correct information.

Tip: If your company does not have multiple locations or shifts, you can use these two options to register another segment that makes more sense for your organization, such as sub-businesses or specific work cells.

If you are responsible for managing access to Weduka and for data transmission, refer to the document “How to Update the People Database” on the platform.

In addition to the segmentation assigned to each person in the people database, there are other important topics when it comes to people registration:

People active by exception

The process of activating and deactivating people is managed through the people database, a file containing information about all individuals registered in Weduka. When a person needs access to the platform, their information is recorded in this file, and it is through its processing that we determine when to activate a person’s access. Similarly, if a person leaves the company and their access needs to be removed, updating this information in the database and processing the file is responsible for deactivation.

However, there are situations in which it is necessary to keep people active, regardless of the standard activation and deactivation process. This can occur for key personnel who need continuous access, or for users dedicated to mascots, characters, or virtual assistants, who are not real people. Here at Weduka, this happens with Wisa, our humanized automation agent.

We register Wisa in a special list so she remains active, even if she has not gone through the regular activation process. This means that even if the people database indicates that Wisa should be inactive, that information will be ignored because she is on the list of people who must remain active by exception.

The registration and management of these accesses are handled by the Weduka team through a request submitted in our support platform. It is important that the request includes, in addition to the username of the person to be added to the list, a justification for the registration.

Hierarchy process

All processes in Weduka follow the concept of monthly data. This means that any changes made to people’s segmentations are valid for the entire month in which the change was made. For example, if a person in the Weduka operation belonged to the Data business until November 29, and on November 30 moved to the CS business, the platform considers that during the whole month of November, they were in the CS business.

Hierarchy affects licenses because when a person is activated in the database and the hierarchy process occurs, we save the information of active people on that day, and this information is used for platform license billing, according to each contract. For instance, if a person was inactive until December 25 and was activated on December 26, they are considered licensed for the month of December, which will be billed.

Hierarchy is also important for updating the distribution of trainings, shifts, documents, news, surveys, and other functionalities that use platform segmentation. In addition to performance indicators, trainings, and monitoring results, leadership results—such as supervision and coordination—are generated based on the data of those under their leadership. Therefore, having a properly configured hierarchy is essential to ensure that management data is 100% accurate.

For example, if you conduct a climate survey in Weduka, you will want to know the favorability for each manager, right? This is only possible with a properly recorded and updated hierarchy.

Hierarchy is processed exclusively through updates to the people database. With each people import, the hierarchy is updated, saving the most current data. Segmentation changes made through the platform, if you have access to it, will only be reflected in the People menu. To have these adjustments reflected in the distribution of documents, trainings, news, results, etc., the hierarchy process must be executed—that is, the database update process must take place.

Access profile

Access profiles allow each person’s experience to be personalized and ensure that they have access to the menus necessary to perform their functions efficiently. We offer standard access profiles, based on best practices we know, and we can create custom access profiles to meet the specific needs of your company.

These profiles are assigned to people based on a combination of role and business segmentations, and we have specific videos explaining them. This combination ensures that people registered in a particular business and role are automatically associated with a specific access profile, according to their responsibilities and areas of work.

In practice, this means that if, in the Weduka business, we have people in the CS role, responsible for managing the Weduka environment and needing access to all menus, we can create a comprehensive access profile and associate it with the CS role and the Weduka business. This way, when someone starts in this business and role, they automatically receive access to the necessary menus.

Similarly, if we have people in a certain role and business responsible only for document management, it is possible to create an access profile with only that permission. This ensures that each group of people has access only to functionalities relevant to their responsibilities.

In addition to segmentation settings, it is also possible to assign people by exception to a specific access profile. In this case, it is important to remember that any profile change must be done manually, as automation does not act on exceptions. This means that if a person, based on their business and role, would normally be linked to the basic access profile but was assigned as an exception to the admin profile, when their role or business changes in the people database, they will remain in the admin access profile, which is an exception.

By checking people in the menu People > Search, you can view each person’s access profile. If you have permission, you can modify a person’s access profile directly from this menu by editing their information, clicking on Advanced Settings, and allowing the profile change. You can select a profile from the available profiles in your environment and compare up to three different access profiles to understand which menu options are available in each. This allows you to determine which profile best meets that person’s needs. We also have a specific video explaining these advanced settings.

The creation of standard access profiles is done during the implementation phase by our data team, but new profiles can be created at any time through a request in our support platform, according to business needs.