Managing multiple branches or sites in one Connecteam account keeps everything in one place, making it easier to communicate, schedule, and track performance across locations. It ensures consistency, saves time on admin work, and helps managers stay updated on all sites in real time. Managing multiple locations under one account can quickly become chaotic without the right structure in place. That’s where segmentation and customized admin permissions come in!
This article will cover:
Smart Groups
Smart Groups help you keep your company organized and ensure the right people get the right information easily—an essential part of running a business. You can create groups based on location, skills, or any other criteria that fit your needs. Simply set a filter or tag, and the system will automatically sort employees into the right groups for you! Creating a Smart Group for each location ensures that assets and content are assigned only to the right team, keeping everything organized and relevant.
To create a new smart group, follow these steps:
Navigate to the Smart Groups category found in the left sidebar.
Click on Add Segment on the right-hand side.
Use the + Add a group button from inside the Segment to create a group and name the group.
In the example below you can a Segment named Location was created, with the Group named New York in it.
Use the Filter to set the group's rules. First, choose the User Profile field, and then finally select the criteria that the group will be defined by. This is done by choosing the option which filters the group.
In the example below you can see that the Filter was set to - Branch is New York. Notice how the list of participants includes only those whose Branch is set as New York in their User Profile.
Choose the Admins of the Group. In this step, you’ll designate the admins responsible for managing this group. Admins will have access to employees within the group across the platform, based on their assigned permissions. For example, an admin managing only the "New York" group will see employees in that group across various features they have access to, such as the Time Clock or Job Schedule.
When assigning admins to a group there are 2 options: Add All Admin Automatically or Select Admins Manually. Not that when adding admins automatically all current and future admins will be assigned to the group
Below you can see the complete process from start to finish.
Ability to Manage Multiple Clocks
Now that you've set up separate Smart Groups for each location, you can assign these groups to different features in the platform. To manage teams in the Time Clock feature, you have two options: create a dedicated Time Clock for each location or use a single Time Clock for all users. In the second option, admins will only see the users within the Smart Group they manage, ensuring clear oversight and organization.
Create a Dedicated Time Clock for Each Location
This option will allow you to create a separate Time Clock for each location, and assign the relevant smart group to each Time Clock. This allows you to manage payroll separately for each branch or site and customize settings for each location, such as unique geofence areas and workdays.
To create a new Time Clock, enter the Time Clock feature from the sidebar, click on Add New, name the new Time Clock, and click Confirm.
Next, select the relevant Smart Group that will be assigned to this Time Clock. In this case, the New York Location.
Ability to Manage Multiple Schedules
Everything we covered above also applies to the Job Scheduling feature! You can create a dedicated Job Schedule for each location or assign multiple Smart Groups to a single schedule, ensuring that each admin only sees their team.
💡 Tip: If your current plan doesn’t support multiple Job Schedules, or if you prefer managing all groups in one place, you can assign multiple smart groups to a single Schedule. By granting admins access only to their designated smart groups, each admin will see and be able to book shifts for their own team. We will go over how to set these admin permissions in the next section!
Admin Permissions
To ensure the relevant admins can view only the locations they manage throughout different features in the platform, you need to grant each admin permission only to the relevant smart group. Let's take a closer look!
Step 1: To restrict admins from seeing all users, you need to specify which groups they manage. To do this, navigate to the Users page in the left sidebar menu and select the Admin tab.
Step 2: Decide which Smart Groups your admin will be managing. If someone is not managing a group, they will no longer see or be notified about them across any of Connecteam's features.
Important! Don't forget to remove their permissions from the All Users Group. If you don't, they will still be able to see everyone.
*Creating Smart Groups is available from the Advanced Plan in any hub.*
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