Structure your sites and groups
Model the estate as a hierarchy, set site timezones, and build groups by hand or by rule.
5 min read · Last reviewed 18 Aug 2026
Build the site tree
- 1
Open Settings → Sites and add your sites: a flat list, or a hierarchy of regions, sites and areas where the estate warrants it.
- 2
Set each site’s timezone. Documents (inspection reports and other PDFs) stamp times in the site’s own zone, because the clock follows the work.
- 3
Move sites within the tree as the business reorganises; records keep their site, the site keeps its history.
Tip: Model where work happens, not the org chart. If two units share a building and a fire alarm, they are probably one site with two groups.
Group the people
- 1
Open Settings → Groups and create the groups the operation thinks in: night shift, FLT drivers, first aiders.
- 2
Add members by hand, or give the group rules (“role is supervisor”, built on your custom user fields) and let membership maintain itself.
- 3
Rule-based membership reconciles automatically when people or their details change; new starters land in the right groups on day one.
Why this pays off everywhere
Every register filters by site; site overview pages carry compliance cards that land on pre-filtered registers.
Briefings, acknowledgements and access rules all target groups and sites. Structure once, reuse everywhere.
Assign someone to sites and they see those sites’ records and every site beneath them, plus anything they created, conducted or were assigned. Records with no site stay visible to everyone.