Learn how to configure organization details and visibility settings in Scan2Evolve.

What You'll Need

Before you begin:

• ✅ Admin Access: Administrator or owner role in your organization
• ✅ Organization Information: Basic details about your organization
• ✅ Brand Assets (optional): Logo image file for your organization

Overview

Organization settings allow you to:

• Organization Details - Set up basic information, branding, and preferences
• Site & User Visibility - Configure default visibility rules for sites and users

Organization Details

Configure basic information about your organization, including branding and contact details.

Web App

Step 1: Navigate to Organization Settings

• Click Admin in the navigation menu
• Click Settings
• Or go to /admin/settings/organization
• Organization settings page is displayed

Step 2: Configure Basic Information

• Name: Organization name (e.g., "AssetCheck Inc.") *
• Phone Number: Contact phone number (optional)
• Website: Organization website URL (optional)
• Description: Organization description (optional)

Step 3: Configure Branding (Optional)

• Brand Logo: Upload organization logo
• Logo appears on reports and exports
• Recommended format: PNG or JPG, transparent background
• Recommended size: 200x200 pixels or larger

Step 4: Save Settings

• Click Save button
• Settings are updated immediately
• Changes apply to all organization users

Example:

Organization: "AssetCheck Inc."
Phone: "+1 (555) 123-4567"
Website: "https://assetcheck.com"
Logo: assetcheck-logo.png
Description: "Asset inspection and maintenance platform"

Settings Available

Basic Information:

• Organization name
• Contact phone number
• Website URL
• Organization description

Branding:

• Brand logo (appears on reports)
• Logo URL (for external logo hosting)

System Settings:

• Timezone (if configured)
• Date format (if configured)
• Measurement units (if configured)

Site & User Visibility

Configure default visibility rules for sites and users to control access across your organization.

Default Site Visibility

Control which users can see and access sites by default.

Visibility Options:

All Users (Default)

• All users in the organization can see all sites
• Group assignments can override this for specific sites
• Suitable for small organizations or open environments

Assigned Groups Only

• Sites are visible only to users in assigned groups
• Group assignments control site access
• Suitable for organizations with multiple locations or departments

No Default Access

• Sites are hidden by default
• Must explicitly assign groups to sites for access
• Maximum control over site access

Web App

Step 1: Navigate to Visibility Settings

• Go to Organization Settings
• Click Visibility tab
• Visibility settings are displayed

Step 2: Configure Site Visibility

• Select default site visibility option
• Choose how sites are visible to users
• Configure group-based access rules

Step 3: Configure User Visibility

• Select default user visibility option
• Choose how users are visible to others
• Configure role-based visibility rules

Step 4: Save Settings

• Click Save button
• Visibility rules are updated
• Changes apply to new sites and users

Example:

Site Visibility: "Assigned Groups Only"
- Sites visible only to assigned groups
- Group assignments control access

User Visibility: "All Users"
- All users visible to all users in organization
- Role-based restrictions still apply

User Visibility Rules

Control how users can see and interact with other users in the organization.

Visibility Options:

All Users

• All users can see all users in the organization
• Suitable for small teams or open environments

Same Group Only

• Users can see only users in their groups
• Limits visibility to team members
• Suitable for organizations with separate departments

Role-Based

• Visibility based on user roles
• Admins can see all users
• Other roles have limited visibility
• Suitable for hierarchical organizations

Site Visibility Rules

Control how sites are visible and accessible to users.

Visibility Options:

All Sites

• All users can see all sites
• Group assignments can restrict access to specific sites
• Suitable for open environments

Assigned Sites Only

• Users can see only sites they're assigned to
• Site assignments control visibility
• Suitable for organizations with multiple locations

Group-Based

• Sites visible based on group membership
• Users in assigned groups can access sites
• Suitable for department-based organizations

Advanced Settings

Date and Time Formats

Configure how dates and times are displayed throughout the system.

Date Format Options:

• MM/DD/YYYY (US format)
• DD/MM/YYYY (International format)
• YYYY-MM-DD (ISO format)

Time Format Options:

• 12-hour (AM/PM)
• 24-hour (Military time)

Measurement Units

Configure default measurement units for the organization.

Unit Categories:

• Length (meters, feet, inches)
• Weight (kilograms, pounds, ounces)
• Volume (liters, gallons, cubic meters)
• Temperature (Celsius, Fahrenheit)

Notification Settings

Configure default notification preferences for the organization.

Notification Types:

• Email notifications
• In-app notifications
• Work request notifications
• Flag notifications

Best Practices

Organization Details

• Keep Information Current: Update organization details as information changes
• Use Professional Logo: Use high-quality logo images for professional reports
• Complete Contact Info: Include phone and website for easy reference
• Clear Description: Use descriptive organization description

Visibility Settings

• Start Open: Start with more open visibility and restrict as needed
• Review Regularly: Review visibility rules regularly for relevance
• Document Decisions: Document why specific visibility rules are in place
• Test Changes: Test visibility changes with sample users before applying widely

Branding

• Consistent Branding: Use consistent branding across all assets
• High-Quality Images: Use high-resolution logo images
• Proper Formats: Use PNG for logos with transparency, JPG for photos
• File Size: Keep logo file sizes reasonable for fast loading

Common Questions

Can I change organization name?

Yes, you can change the organization name at any time. The change applies immediately across the system.

Where does the organization logo appear?

The organization logo appears on:

• Reports and exports (PDF, Word)
• Email communications (if configured)
• Organization profile pages
• Branded reports and documents

Can I set different visibility rules for different sites?

Yes! While you can set default visibility rules, you can override them for individual sites. Site-specific group assignments take precedence over default rules.

What happens if I change visibility settings?

Visibility changes apply to:

• New sites and users created after the change
• Existing sites and users may need manual updates
• Users may see changes in available sites and users immediately

Can I preview visibility changes?

Currently, visibility changes apply immediately. We recommend testing with a small group of users first or using a test organization.

Related Articles

• Structure your Organization - Create groups, sites, and assign roles
• Add Your Team - Invite users and configure their access
• Template Access Rules - Control template access
• Site Management - Manage site assignments

Next: Add Your Team →