Structure your sites and groups
Model the estate as a hierarchy, set site timezones, and build groups by hand or by rule.
5 min read · Last reviewed 18 August 2026
Build the site tree
- 1
Open Settings → Sites and add your sites — as a flat list, or a hierarchy of regions, sites and areas where the estate warrants it.
- 2
Set each site’s timezone. Documents — permits, incident reports — stamp times in the site’s own zone, because the clock follows the work.
- 3
Move sites within the tree as the business reorganises; records keep their site, the site keeps its history.
Tip: Model where work happens, not the org chart. If two units share a building and a fire alarm, they are probably one site with two groups.
Group the people
- 1
Open Settings → Groups and create the groups the operation thinks in — night shift, FLT drivers, first aiders.
- 2
Add members by hand, or give the group rules — “role is supervisor”, built on your custom user fields — and let membership maintain itself.
- 3
Rule-based membership reconciles automatically when people or their details change; new starters land in the right groups on day one.
Why this pays off everywhere
Every register filters by site; site overview pages carry compliance cards that land on pre-filtered registers.
Briefings, acknowledgements and access rules all target groups and sites — structure once, reuse everywhere.