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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​

WhatCan See
ItemsOnly at assigned locations
InspectionsOnly for items at assigned locations
ReportsFiltered to assigned locations
DashboardShows only assigned location data

User Without Restrictions​

WhatCan See
ItemsAll items (per role)
InspectionsAll inspections (per role)
ReportsAll data available
DashboardOrganization-wide data

Location Access + Roles​

Location restrictions work with roles:

RoleLocation Restriction Effect
Super AdminCan be restricted (unusual)
AdminCan be restricted
ManagerCommonly restricted
UserOften restricted

Common Combinations​

RoleLocation SettingUse Case
AdminNo restrictionsOrganization-wide admin
AdminRegionalRegional administrator
ManagerSite-specificSite manager
UserBuilding/areaLocal inspector

Use Cases​

Multi-Site Organization​

Separate teams by site:

UserRoleLocations
Corporate AdminAdminNone (all access)
Site A ManagerManagerSite A
Site B ManagerManagerSite B
Site A InspectorsUserSite A
Site B InspectorsUserSite B

Regional Structure​

Hierarchy-based access:

UserRoleLocations
National ManagerAdminNone
Regional ManagerManagerNorth Region (parent)
Store ManagerManagerStore 101
Store StaffUserStore 101

Department Separation​

Different departments, same building:

UserRoleLocations
Safety ManagerAdminNone
Warehouse SupervisorManagerWarehouse
Production SupervisorManagerProduction Floor
Warehouse StaffUserWarehouse
Production StaffUserProduction Floor

Contractor Access​

Limited access for external parties:

UserRoleLocations
Internal AdminAdminNone
ContractorUserSpecific 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 LevelAssign To
Full organizationNo locations (none selected)
RegionalParent region location
Single siteSpecific site
Department/AreaSpecific 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​