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New Feature: Department setup and private groups

by Becky

What happens when you have a department within the organisation that only wants to reuse their assets within the department?

Then you set up a private network within your Warp It portal.

This could be due to the nature of the asset e.g. speciality assets (such as lab equipment) or high value assets that a department would like to keep in-house.


Or it might be that space managers only want to redistribute specific items?


The ability to have a private network within the system would be highly beneficial for these purposes.


Read on for a guide on how this can be done.....

First step - Enabling Private Groups

You will need to set up departments for your private networks.  You can have as many as you like.  I am going to use the laboratory as an example as this department uses highly specialised items that only another laboratory would find use for.

You first need to enable private groups. Log into the admin portal and go to the blue box headed 'Settings' - 'Control Assets' and scroll down to the section headed 'Private Groups'.


Next - Setting up Departments 

Go to the blue box headed 'Settings' - 'Edit profile' and scroll down to the section headed 'Department Set Up'


Here you can add as many departments as you require.  I have set up a lab department and a main portal department. 


You have now set up your departments which will enable a department to act as a private group when adding assets. 

How it works?

When a member logs into their account they will be ask to choose a department. All members will choose 'main portal' apart from those members wishing to add assets to a private network, in this instance, they will choose 'lab'.  All members within the lab department now have the capability of adding assets that can only be viewed by other members of the same department. 


Adding assets to the private network(department)


The member/s will now add their asset in the usual manner with one difference.  There will be a section to choose your department a tick box to mark this item solely for that department's use.

If the tick box is selected the item will appear in the Department Items section of the home page of the user, along with any other items from that users department.

This section will show the first 5 items, if more than 5 items the more department items button will take the user to the department page showing all department items.



These items will not appear as latest items, search items, star items and will not be included in round ups. To return the items from department items the user or admin has to uncheck the tick box and they will appear as a normal item again and will now be latest item, search items, star items and will be included in round ups.

Please book a call with me to go over the settings and to ask any questions. 


Here's another Warp It hack

Use our templates to save time and get ideas!

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Reuse is a simple solution for a big problem. I am here to help you understand the story and participate!


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