A learning environment with a large user base requires a clear structure and visibility among different parties. It significantly affects the coaching process, the impact of AI role-playing in your organisation
In this guideline, you will learn how to set up groups in PitchMonster to recreate the company hierarchy.
Why does it matter?
- A well-defined hierarchy organises role-play results, making it easy to filter teams and track their progress
- Team leaders will only see what they should. No more “Hey, why can the UK SDR manager see the US West recordings?”
- It will help you roll results up to senior leadership without relying on manual spreadsheets.
- In some countries, you must comply with local data-privacy laws and protect sensitive data between teams and regions.
Anatomy of PitchMonster Hierarchy
Before jumping to the setup guide, let’s learn about the difference between Core Group and Group. One legal entity = one Core Group.
Everything else nests underneath as Groups or Subgroups.
|
Think of it as |
Typical example |
|
|
Core Group |
A standalone business entity or brand |
VAG (Volkswagen Group) unites multiple brands and different training departments - |
|
Group / Subgroup |
The layers inside a core group. Can be geographic, departmental, or team-based. |
USA → New York → Manhattan SDRs |
Step-by-step setup
- Navigate to User Management → Company Structure.
- Create your first Core Group.
- Single-brand company? One Core Group bearing the company name.
- Multi-brand holding? One Core Group per brand.
- Single-brand company? One Core Group bearing the company name.
- Layer your groups logically:
Level 1 (Region) – USA, UK, EMEA
Level 2 (City or Function) – New York, London or SDR, AE, CSM
Level 3 (Team) – Team John, Team Steve
- Add admins — each can belong to only one group, but they automatically see every subgroup below them.
- Add users next. If a user isn’t in a group, nobody can review their role-plays.
You can add users who are not assigned anywhere or transfer users from different groups.
Important: invite admins and users before you assign them to groups; only registered accounts appear in the lists.
Examples of hierarchy
Example for a single-brand company:
Example for a multi-brand holding:
Visibility rules to remember
1. Admins see role-play recordings and users of the groups below them.
For example, if an admin leads a US AEs, they will see role-play recordings of other teams/locations below them.
2. Users can be part only of one group, but the hierarchy of the groups above will apply to them (e.g., US Sales Manager and can see the recordings of people in Austin, see rule 1).
Tip: You may place a new hire in a higher-level group until you know their final team; only admins in that parent group will see their recordings.
|
Role in PitchMonster |
Must be added to a group? |
What they see |
|
Company Owner |
No |
Everything, always |
|
Admins |
Yes |
Only their assigned group + below |
|
User (Rep) |
Yes |
Their recordings + feedback from the admins who have access to them |
|
Unassigned Admin not in any group |
– |
Nothing. |
3. Once hierarchy rules are applied, role-play recordings will be filtered into their groups.
Here is the view of the recordings tab on your role-plays:
And user tab:
TL;DR and checklist
- One core group per legal entity
- Subgroups mirror either geography or function at each level
- Admins & users invited before assignment to groups
- Test with one region or function, and then scale
- Don’t forget to assign new admins or users to their groups as they register in PitchMonster
Got any questions? Reach out to your Customer Success Manager to get help. We are always there for you.