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.

In this article, we'll look at the following on Record access groups in Schedule Xpress:

Finding your Record access groups

Managing your Record access groups

Setting up your Record access group

You can find your Record access groups in Schedule Xpress, under Settings > Security > Manager access > Record access.

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

You can re-order the list of Record access groups by clicking down on the double-sided arrow, and dragging and dropping into position.

If you want to create a new Record access group, you can either Create a new one, or Clone an existing. Typically, you'd only choose to Clone if you're looking to make a slight adjustment to an existing group.

When creating a new one, you'll be prompted to give a Name and Description for your new Record access group. If Cloning, you can overwrite the copied name.

Then press Create.

Your new group will appear amongst the existing groups, and you can now define your Record access group. We discuss this further down.

You can delete a Record access group by selecting the group, and clicking Delete in the top-right corner. If you delete a Record access group that has assigned Users, then they will be placed into the default Record access group.

Note: You cannot delete a defaulted Record access group.

Let's look at how you can default a Record access group.

You can default a Record access group to ensure that all new Users are assigned to this group, unless changed. A default Record access group will be shown with an orange star.

Note: Only one group can be defaulted, and you cannot delete it.

If you want to default a Record access group, you can hover in the same space of any Record access group, and click the star shape to make it defaulted. The star will then show in an orange color.

Let's look at how you can define your Record access group.

The first section that you need to define is Access.

If your company has several Companies/Branches, you'll need to define which the User will have access to.

You can open up the dropdown to and check mark any Companies/Branches they need to access.

You can define the Sites access that a User has, by choosing Access to all sites or Access to specified sites.

Access to all sites means the User has access to every single site within any branch they have access to. Access to all sites is the default option, unless changed.

Access to specified sites allows you to define the sites in which this User has access to.

You'll then need to click the dropdown located under Sites allowed to access, and check mark the sites they need to see. Any sites left unchecked will not be visible to the User.

You can press Apply to save the change.

Employee access works the same as Site access. You can define the access the User has to employees by choosing Access to all employees or Access to specified employees.

Access to all employees means the User has access to every employee within any branch they have access to. Access to all employees is the default option, unless changed.

Access to specified employees allows you to define the employees in which this User has access to.

You'll then need to click the dropdown located under Employees allowed to access, and check mark the employees they need to see. Any employees left unchecked will not be visible to the User.

You can press Apply to save the change.

Group members is the area you can see the Users who are assigned to the Record access group.

Note: A User can be assigned to one or more Record access groups.

Under Users assigned to group, you can see a list of names.

If you want to Add a User to a Record access group, there's two ways you can do this.

You can add them from within the Record access group by clicking the dropdown under Users assigned to group, and check marking any who need to be in it. Then press Apply.

You can also add the Record access group from within the User profile, in Manage people > Administration > select User profile. Once inside, you need to change or add to the Record access groups under Access.

Click the dropdown, and select the relevant Record access group. Then Save to complete the change to the User profile.

For more information on Record access groups in Schedule Xpress, please Contact Support now!