Manage Record Access Groups

An overview of Record access groups, including employee visibility, site access, branch access, and administrative record permissions within Schedule Xpress.

Record Access Groups can be created in Schedule Xpress to ensure that you only allow Managers access to the data of the employees, customers, sites, and services that they need. This can be used as a security measure, but also as a way of preventing them from seeing unnecessary data.

Finding your Record Access Groups

You can find your Record Access Groups in Schedule Xpress under:

Settings > Security > Manager Access > Record Access

The Record Access section contains all existing Record Access Groups within your organization.

Existing Record Access Groups

Upon entering Record Access, you'll see all existing groups under the Record Access Groups section on the left side.

You can reorder the list of Record Access Groups by clicking and dragging the double-sided arrow into position.

Creating or Cloning a Record Access Group

If you want to create a new Record Access Group, you can either create a new group or clone an existing one.

Typically, cloning is used when you want to make slight adjustments to an existing access group instead of building one from scratch.

When creating a new group, you'll be prompted to enter:

A Name
A Description

If cloning an existing group, you can overwrite the copied name before saving.

Once created, your new group will appear alongside the existing Record Access Groups, and you can begin configuring access settings.

Deleting a Record Access Group

You can delete a Record Access Group by selecting the group and clicking Delete in the top-right corner.

If you delete a group that has assigned Users, those Users will automatically be moved into the default Record Access Group.

Note: You cannot delete a default Record Access Group.

Defaulting a Record Access Group

You can default a Record Access Group to ensure that all new Users are automatically assigned to that group unless changed manually.

A default group is identified by an orange star.

Note: Only one group can be defaulted at a time, and default groups cannot be deleted.

To default a group, hover beside the group name and click the star icon.

Setting up your Record Access Group

The first section you'll need to configure is Access.

Within this section, you can define what records and operational data Users are allowed to access within Schedule Xpress.

Branches Allowed to Access

If your organization uses multiple Companies or Branches, you can define which branches a User is allowed to access.

To do this, open the dropdown menu and select the Companies or Branches the User should be able to view.

Sites Access

You can define Sites Access by choosing either:

Access to All Sites
Access to Specified Sites

Access to All Sites

This option allows the User to access every site within the branches they are permitted to view.

This is the default setting unless changed.

Access to Specified Sites

This option allows you to define exactly which sites the User can access.

To configure this, open the Sites Allowed to Access dropdown and select the relevant sites. Any sites left unchecked will not be visible to the User.

Press Apply to save the changes.

Employee Access

Employee Access works the same way as Sites Access.

You can configure:

Access to All Employees
Access to Specified Employees

Access to All Employees

This option allows the User to access all employee records within the branches they are permitted to view.

Access to Specified Employees

This option allows you to define exactly which employees the User can access.

To configure this, open the Employees Allowed to Access dropdown and select the relevant employees. Any employees left unchecked will not be visible to the User.

Press Apply to save the changes.

Group Members

The Group Members section displays all Users assigned to the selected Record Access Group.

Under Users Assigned to Group, you can view all Users currently connected to the group.

Note: A User can belong to one or more Record Access Groups.

Adding Users to a Record Access Group

Users can be assigned to a Record Access Group either directly within the group or from the User profile under:

Manage people > Administration > User Profile

For more information on assigning access groups to Administrators, refer to the Add Administrators article.