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Structure your organization

Learn how to set up your groups and sites in SafetyCulture via the web app.

We recommend you create groups, upload sites, assign permissions, and then add users for the best experience.

This approach would help you visualize your organization's overall structure better, determine how to group your users accordingly, choose areas or projects you can use as sites, and narrow down which permissions are appropriate for everyone.

Why create groups and sites?

As your organization scales, managing document access on an individual user level can become very taxing. To address this problem, you can create groups to organize your users into teams. Whereas, using sites allows you to track and manage the data your team captures in SafetyCulture by associating it with a particular location, project, or team.

Location of Groups and Sites on the web app.

Groups

Creating groups is a great way to provide template and inspection access. For example, you can add a "Managers" group for people with supervisory or administrative roles, such as team leaders and project managers. These individuals typically require elevated access levels to oversee and manage documents, monitor the team, and make critical strategic decisions.

What you'll need

Create a group

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Groups.

  3. Click Plus iconCreate group on the upper-right corner of the page. Create groups via the web app

  4. In the pop-up window, enter the group name and select the users you want to add. You can always come back later to add users to the group.

  5. Click Create group.

Sites

You can use sites to filter your inspection results, drill down into site-based trends via Analytics, and set up advanced access rules. You can also associate inspections, actions, and issues with them. Then, to manage site membership and analyze trends across multiple sites, you can group these sites into higher levels, such as areas and regions.

Use your organization's terminologies as site labels to suit your team's preferences, and if you've accidentally created a site that's irrelevant to your organization, you can permanently delete it via the web app.

Add a site

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Sites.

  3. Click Plus iconAdd site on the upper-right corner of the page.

  4. In the site list, enter the site's name and click image.

Move a site

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Sites.

  3. Click the name of the site or level.

  4. Select the Details tab and click Move site iconMove site in the "Hierarchy" box. Move sites in site profiles via the web app.

  5. In the side panel, click the dropdown menu and select the new level.

  6. Click Save and apply.

If you need to track data and users across several sites at once, consider grouping your sites to manage your site membership more effectively.

Site settings

One way to take ownership of your organization, projects, workflows, and even team structure is through site selection and user visibility settings, which you can configure on the web app.

View site settings (site selection settings and user visibility settings) on the web app.

What are site selection settings?

The site selection settings control which sites are available for your users when selecting within inspections, schedules, actions, issues, and when filtering. Depending on the setting, each user will either see all sites in your organization or only sites they're a member of when selecting and filtering.

What you'll need

Configure site selection settings

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Sites.

  3. Click image on the upper-right of the page and select List iconSite selection settings.

  4. In the pop-up window, configure accordingly:

    • The Users can select from all sites option allows users to see and select from all sites. How site selection menus look when users can select from all sites.

    • The Users can only select sites they're a member of option limits users to only see and select from sites they've been added to. Please note that users who are not members of any sites will only be able to select "My site is not listed here". How site selection menus appear when users can only select sites they're a member of.

  5. Click Save and apply.

What are user visibility settings?

User visibility settings can help maintain privacy and streamline your team's workflows by only revealing the most relevant team members to each user across the platform. This means when someone is assigning and filtering actions, for example, they'll only be able to assign users from the same sites or select groups they're part of.

An example of a user picker on the web app.

What you'll need

Configure user visibility settings

  1. Log in to the web app.

  2. Click your organization name on the lower-left corner of the page and select Users.

  3. Click image on the upper-right of the page and select Group iconUser visibility settings. Configure the user visibility settings via the web app.

  4. In the pop-up window, choose which setting you want to apply for your organization:

    • Users can see everyone in the organization

    • Users can only see members of their sites and select groups they're in

    • Users can only see members of their sites

  5. Click Save and apply.

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