They are typically used to organize access by:

For example, an organization may divide operations into regions such as:

Access Groups allow administrators to easily assign the correct data visibility to users responsible for each region.

Access Groups act as filters that define which entities a user can see or interact with.

Entities that can be controlled by Access Groups include:

If an Access Group field is left blank, for example if the field for "Sites in Access Group" is left blank, the Access group will include all of the sites available.

Users can be assigned one or multiple access groups.

For example:

A user may be assigned to:

This means the user will be able to access all vehicles, sites, and equipment associated with those groups.

This approach allows administrators to manage access for large organizations with multiple managers.

Example scenario:

Access Groups provide a convenient method to filter reports. There are two types of Access Group filters in reports.

1) Top Level Access Group filter - They filter the report by sites, users, or vehicles. Details for each report are available in their respective guide.

2) Assist in Site filtering - You can use Access Group macro to select sites for report filters. Please see details below.

Access Group Macro: Match Any vs Match All

When selecting multiple Access Groups in reports, two filtering options are available.

This creates a union of sites across the selected groups.

Example:

With Match Any, the report will include:

This combines the results from both groups.

This creates an intersection of sites.

Only sites that belong to both groups will appear.

Example:

With Match All, the report will show only sites that belong to both West AND North groups.

Access Groups are additive by default.

This means that when a user belongs to multiple groups, their access expands to include all entities from those groups combined.

Example:

User assigned to:

The user will see:

Whenever Access Group permissions are changed, it is recommended that the affected user logs out and logs back in.