Thank you to everyone who joined our Community Group, as mentioned here is the output from our first session - “Users, Groups, Sites & Permissions”
Below you will find a link to the recording to watch again on demand as well as a transcript of our Q/A.
Access on-demand: SC Foundations - Users, Groups, Sites & Permissions
Session Q/A Transcript:
- Is it possible to sort by last seen to make user management easier?
Currently you can only view “last seen” in the app, but not sort by this value unfortunately. You can however export a CSV of your users, which includes this value and easily sort by “last seen” there.
- Will deactivating provide a seat vacancy?
Yes it does! You can read more about it in our support article: https://help.safetyculture.com/en-US/000046/
- When 'adding users using csv upload', does this add to the existing users already existing or will it replace and remove existing users?
It’d be the former i.e. adding to the existing users already existed. You can find out more in our support article on adding users via csv: https://help.safetyculture.com/en-US/000049/#bulk-add-users-via-csv
- What will happen with 'upload users using csv, if there are already existing users with the same name or same email address?
It’s possible to have user’s with the same name, but their email address would need to be unique.
- Can you please explain how groups can be used to support allocated training modules?
Groups are a way for you to assign Training courses and quizzes for e.g., if you have a group called “Front of House personnel”, you can assign a course on Front of House SOP directly to them. Our Support article on this delves into the instructions on how to set this up: https://help.safetyculture.com/en-US/003474/#assign-a-course
- Is there a character limit when naming sites?
Yes, a limit of 20 characters applies to each custom site label. Please refer to this support article for more details https://help.safetyculture.com/en-US/001515/
- How many levels can you have in the site hierarchy?
You can have 5 levels in the hierarchy.
- When inspections are completed for a site, can these be filed automatically under a site name?
By “filed automatically”, if referring to the inspection title, you can most certainly have the title reflect the site. Otherwise, if you were referring to having inspections filed in a site folder within Sharepoint, that’s possible too.
Inspection title: https://help.safetyculture.com/en-US/000117/
Sharepoint: https://help.safetyculture.com/en-US/000040/
- Where is the view to see users and groups matrix?
Please see this support article for details https://help.safetyculture.com/en-US/004489/ You will find “Group Martix” at the top right under the Groups tab.
- Can you send an inspection report link by someone that doesn't have a license of safetyculture , for example send the inspection to my supplier?
Yes you can! You can read more on how to do this via this help article - https://help.safetyculture.com/en-US/000687/
- Is it possible to assign users to multiple groups?
Yep it’s possible to assign users to multiple groups - the limit is 100 i.e. each user can be part of up to 100 groups.
- Now we have the ability to toggle between accounts, does this mean our organisation can set up multiple accounts within our parent billable account? If we're using SafetyCulture for multiple reasons and it would make sense for the naming conventions to be different for different streams of the business
Yes, that is correct. The “child” accounts can be set up and managed independently of each other, whilst still allowing the ability to toggle between accounts for users who need to have visibility or work across these separate accounts.
- Can you assign action to all site members without adding each user separately?
For all actions you can add both “Assignees” & “Sites” to each action raised. Assignees pull from Groups (i.e NSW Managers) while Sites is used for Analytics. Here is a helpful support article on Actions https://help.safetyculture.com/en-US/001908/
- How do I only allow some groups/ sites to see templates? It was just shown in the last 2 minutes but i missed it
You can edit your template access accordingly by following the steps and video in this support article: https://help.safetyculture.com/en-US/000106/
- Is there a way to do this by default rather than per template?
Yes, there is a toggle for default template and inspection access. It’s an all-or-nothing kind of toggle, more details in this guide: https://help.safetyculture.com/en-US/000166/
- Is it possible to select groups under the response list?
It’s not possible to select groups under the response list within your templates. You may wish to consider using Global Response Sets (GRS) as a workaround - https://help.safetyculture.com/en-US/000074/
- Does it mean you can create 2 types of site/hierarchy - location and franchise?
Yes, that’s correct. The example shown now is demonstrating how this could be done in a retail setting between corporate owned stores and franchise owned stores.
- I saw we can edit, but what about deletion? In case multiple duplicate sites are uploaded by mistake, is there a viable way to delete the excess ones without going one by one?
Yes, it’s possible to bulk delete multiple sites by selecting on all the ones you didn’t need. More details can be found in this guide: https://help.safetyculture.com/en-US/000981/#bulk-delete-sites-or-levels
- Our groups currently duplicate sites, is it best practice to remove this?
Groups are commonly used to differentiate users’ roles/department/functions. Whereas sites are commonly around geographical locations or projects. If you have already used groups to provide access to templates/inspections, I’d recommend keeping as is. You may wish to consider cleaning up the duplicates in the future - please connect with our support team at support@safetyculture.com for assistance.
- Is there a video training showing simple instructions on completing inspections for new users?
There are some GIFs and simple steps available in this support article: https://help.safetyculture.com/en-US/000009/
Feel free to ask a new question in the comments below or reference one that’s already been answered above!