Location-Based Access

Control user access based on physical locations.

Overview

Location-based access allows you to:

• Restrict users to specific locations
• Separate teams by site or area
• Limit data visibility
• Maintain data segregation

How It Works

Without Location Restrictions

Users see all items across all locations (based on their role).

With Location Restrictions

Users only see:

• Items at their assigned locations
• Inspections for items at their locations
• Other users at their locations (depending on role)

Setting Location Access

Assigning Locations to Users

1. Go to Admin > Users
2. Click on the user
3. Click Edit
4. Under Locations, select allowed locations
5. Save

Selecting Multiple Locations

Users can be assigned to multiple locations:

• Click each location to add
• Selected locations are highlighted
• User sees items at all selected locations

Using Parent Locations

When you assign a parent location:

• User has access to the parent
• User has access to all child locations
• Useful for regional managers

Example:

Assigned: "Building A"
Access includes:
- Building A
- Building A > Floor 1
- Building A > Floor 2
- Building A > Basement

Removing Location Restrictions

To give a user access to all locations:

1. Edit the user
2. Clear all location selections
3. Save

Who Sees What

Location-Restricted User

What	Can See
Items	Only at assigned locations
Inspections	Only for items at assigned locations
Reports	Filtered to assigned locations
Dashboard	Shows only assigned location data

User Without Restrictions

What	Can See
Items	All items (per role)
Inspections	All inspections (per role)
Reports	All data available
Dashboard	Organization-wide data

Location Access + Roles

Location restrictions work with roles:

Role	Location Restriction Effect
Super Admin	Can be restricted (unusual)
Admin	Can be restricted
Manager	Commonly restricted
User	Often restricted

Common Combinations

Role	Location Setting	Use Case
Admin	No restrictions	Organization-wide admin
Admin	Regional	Regional administrator
Manager	Site-specific	Site manager
User	Building/area	Local inspector

Use Cases

Multi-Site Organization

Separate teams by site:

User	Role	Locations
Corporate Admin	Admin	None (all access)
Site A Manager	Manager	Site A
Site B Manager	Manager	Site B
Site A Inspectors	User	Site A
Site B Inspectors	User	Site B

Regional Structure

Hierarchy-based access:

User	Role	Locations
National Manager	Admin	None
Regional Manager	Manager	North Region (parent)
Store Manager	Manager	Store 101
Store Staff	User	Store 101

Department Separation

Different departments, same building:

User	Role	Locations
Safety Manager	Admin	None
Warehouse Supervisor	Manager	Warehouse
Production Supervisor	Manager	Production Floor
Warehouse Staff	User	Warehouse
Production Staff	User	Production Floor

Contractor Access

Limited access for external parties:

User	Role	Locations
Internal Admin	Admin	None
Contractor	User	Specific job site only

Configuring Locations

Creating the Location Structure

Before assigning users, set up locations:

1. Create top-level locations (sites, buildings)
2. Add sub-locations as needed
3. Plan hierarchy to match access needs

See Locations for details.

Location Hierarchy Example

Organization
├── North Region
│   ├── Store 101
│   │   ├── Sales Floor
│   │   └── Stockroom
│   └── Store 102
├── South Region
│   ├── Store 201
│   └── Store 202
└── Headquarters
    ├── Floor 1
    └── Floor 2

Matching Users to Locations

Plan your access model:

Access Level	Assign To
Full organization	No locations (none selected)
Regional	Parent region location
Single site	Specific site
Department/Area	Specific area within site

Viewing User Access

From User Profile

1. Go to Admin > Users
2. Click on a user
3. See Assigned Locations

From Location

1. Go to Admin > Locations
2. Click on a location
3. See Users with Access

Bulk Location Assignment

Assigning Multiple Users

1. Go to Admin > Users
2. Select multiple users (checkboxes)
3. Click Bulk Actions > Set Locations
4. Select locations
5. Apply

Options

• Add - Add locations to existing
• Replace - Replace with new locations
• Remove - Remove specific locations

Location Access and Items

Item Location vs User Location

• Items have a location (where they are)
• Users have location restrictions (what they can see)
• Users see items where item location matches user's allowed locations

Moving Items

When an item moves to a new location:

• Users at old location lose access
• Users at new location gain access
• Item history is preserved

Items at Restricted Locations

If a user cannot see an item:

• Item doesn't appear in their lists
• QR scan shows "No access" message
• Cannot perform inspections

Troubleshooting

User Can't See Items

Check:

1. User's location restrictions
2. Item's current location
3. Location hierarchy (parent/child)
4. User's role permissions

User Sees Too Many Items

Check:

1. Location restrictions may be missing
2. Assigned to parent location (includes all children)
3. Multiple locations assigned

Location Not Available for Selection

• Verify location exists
• Check for typos
• Refresh the page

Access Changes Not Taking Effect

1. Have user refresh browser
2. Have user log out and back in
3. Verify changes were saved

Best Practices

Planning Location Access

1. Map your organization - Understand physical structure
2. Identify access patterns - Who needs what
3. Create location hierarchy - Match access needs
4. Document assignments - Track who has what

Security Considerations

1. Limit broad access - Default to restricted
2. Review regularly - Audit access quarterly
3. Follow role changes - Update locations when job changes
4. Remove promptly - When users leave locations

Common Mistakes

1. No restrictions - Everyone sees everything
2. Too granular - Creates management burden
3. Forgot child locations - Assign parent for inherited access
4. Outdated assignments - Not updating when users move

Reporting on Location Access

User Access Report

Generate report showing:

• Users and their location assignments
• Users without restrictions
• Locations and assigned users

Access by Location

See who can access each location:

1. Go to Admin > Locations
2. Select location
3. View users with access

Next Steps

• Roles - Understanding role permissions
• Deactivation - User lifecycle management
• Locations - Setting up locations