Learn how to create groups, set up sites, and assign roles and permissions in Scan2Evolve.

What You'll Need

Before you begin:

• ✅ Admin Access: Administrator or owner role in your organization
• ✅ Organization Access: Access to your organization's settings
• ✅ User List: Names and email addresses of users you want to add to groups
• ✅ Site Information: Details about sites/locations you want to create

Overview

Organizing your Scan2Evolve organization involves three key components:

• Groups - Team or department groupings (e.g., "Operations", "Maintenance", "Safety")
• Sites - Physical locations or projects (e.g., "Head Office", "Warehouse A", "Site B")
• Roles - Permission sets that define what users can do (e.g., "Inspector", "Manager", "Admin")

These components work together to control access and organize your team effectively.

Create Groups

Groups help you organize users into teams or departments and control access to templates, sites, and other resources.

Web App

Step 1: Navigate to Groups

• Click Admin in the navigation menu
• Click Groups
• Or go to /admin/groups
• Click Create Group button

Step 2: Fill Group Information

• Name: Group name (e.g., "Operations Team") *
• Description: Group description (optional)
• Organization: Automatically set to your organization

Step 3: Save Group

• Click Save button
• Group is created
• Group appears in the groups list

Example:

Group: "Operations Team"
Description: "Maintenance and operations staff"
Organization: "AssetCheck Inc."

Why Groups Matter

Groups help you:

• Organize Teams: Group users by department or function
• Control Access: Restrict templates and sites to specific groups
• Simplify Management: Assign permissions to groups rather than individuals
• Enable Collaboration: Users in the same group can easily share resources

Set Up Sites

Sites represent physical locations or projects where inspections and assets are located.

Web App

Step 1: Navigate to Sites

• Click Admin in the navigation menu
• Click Sites
• Or go to /admin/sites
• Click Create Site button

Step 2: Fill Site Information

• Name: Site name (e.g., "Head Office") *
• Code: Site code (e.g., "HO-001") *
• Description: Site description (optional)
• Address: Physical address (optional)
• Organization: Automatically set to your organization

Step 3: Assign Groups (Optional)

• Select groups that have access to this site
• Users in assigned groups can access this site
• Leave empty to allow all users access

Step 4: Save Site

• Click Save button
• Site is created
• Site appears in the sites list

Example:

Site: "Head Office"
Code: "HO-001"
Description: "Main corporate office"
Address: "123 Main Street, City, State 12345"
Groups: ["Operations Team", "Management Team"]

Why Sites Matter

Sites help you:

• Organize Locations: Track where inspections and assets are located
• Control Access: Restrict site access to specific groups
• Filter Data: Filter inspections and assets by site
• Assign Work: Assign work requests and orders to specific sites

Assign Roles & Permissions

Roles define what users can do in the system. Assign appropriate roles to users based on their responsibilities.

Understanding Roles

Scan2Evolve includes several default roles:

Admin

• Full system access
• Can manage users, groups, sites, templates
• Can view all inspections and data

Site Manager

• Site-level management
• Can manage users at their sites
• Can view and manage inspections at their sites

Inspector

• Can run inspections
• Can view inspections they've conducted
• Cannot manage templates or users

Reviewer

• Can review and approve inspection results
• Can view inspection reports
• Cannot create or edit templates

Viewer (Read-only)

• Read-only access to reports and data
• Cannot conduct inspections or make changes
• Suitable for stakeholders

Web App

Step 1: Navigate to Users

• Click Admin in the navigation menu
• Click Users
• Or go to /admin/users
• Find the user you want to assign roles to

Step 2: Assign Roles

• Click on the user
• Go to Roles section
• Select roles to assign
• Click Save button

Step 3: Verify Permissions

• Roles are immediately applied
• User permissions are updated based on assigned roles

Example:

User: "John Doe"
Email: "john@example.com"
Roles: ["Inspector", "Site Manager"]
Permissions: Can run inspections, manage site users

Permission Sets

Roles combine multiple permissions. Common permission combinations:

Inspector Permissions:

• Run inspections
• View own inspections
• View assigned sites

Manager Permissions:

• All Inspector permissions
• View team inspections
• Approve work requests
• Manage site users

Admin Permissions:

• All permissions
• Manage organization settings
• Create and edit templates
• Manage all users and groups

Best Practices

Group Organization

• Keep Groups Focused: Create groups for specific teams or departments
• Use Descriptive Names: Use clear, descriptive names (e.g., "Maintenance Team" not "Team 1")
• Avoid Overlap: Avoid creating groups with overlapping responsibilities
• Review Regularly: Review group membership regularly to ensure accuracy

Site Organization

• Use Clear Codes: Use consistent, clear site codes (e.g., "HO-001", "WH-A", "SITE-B")
• Group Sites: Use site names that reflect location hierarchy (e.g., "Building A - Floor 1")
• Assign Access: Assign groups to sites to control access
• Keep Updated: Update site information as locations change

Role Assignment

• Principle of Least Privilege: Assign minimum necessary permissions
• Regular Review: Review role assignments regularly
• Document Decisions: Document why users have specific roles
• Use Multiple Roles: Users can have multiple roles if needed

Common Questions

Can a user belong to multiple groups?

Yes! Users can be members of multiple groups. This allows flexibility in organizing your team.

Can a site be assigned to multiple groups?

Yes! Sites can be assigned to multiple groups, allowing different teams to access the same location.

Can a user have multiple roles?

Yes! Users can have multiple roles. Their permissions will be the combination of all assigned roles (union of permissions).

What happens if I delete a group?

If you delete a group:

• Users in that group remain in the system
• They are removed from the deleted group
• Their site and template access may change if access was group-based

Can I create custom roles?

Currently, Scan2Evolve uses predefined roles. Contact support if you need custom role capabilities.

Related Articles

• Configure Settings - Set up organization details and visibility
• Add Your Team - Invite users and assign them to groups and sites
• Template Access Rules - Control template access by groups
• Site Visibility - Configure site visibility rules

Next: Configure Settings →