2. Prepare your organisation
Set up sites
Learn how to manage the physical locations your work happens at, so assets, inspections, and people are organised by where they actually are.
Last updated: August 2026
What you'll need
| Tier | Any plan. Sites are unlimited on every tier. |
| Platform | Web app |
| Permission | The Sites platform-management capability. Owner and Administrator have it by default. |
| Where | Administration → Users / Groups / Sites → Sites |
What sites are for
A site is a physical location where your assets live — a head office, a warehouse, a plant, a project. Sites let you:
- Organise locations — track where assets are.
- Control access — assign users to a site. Combined with each person's role Site data access, that decides whose operational data they can see. Groups do not grant site access.
- Filter data — narrow inspections and assets by location.
- Assign work — direct work to the right place.
Site tasks
Everything you can do to a site. Each task starts from Administration → Users / Groups / Sites → Sites.
| Task | What it does |
|---|---|
| Create a site | Add a location, with its code and operation time zone. |
| Assign users to a site | Give people access to that location's data. |
| Remove users from a site | Take that access away. |
| Edit a site | Change the details. The code is permanent. |
| Deactivate a site | Retire a location without losing its history. |
| Bulk import sites | Add or update many sites from a spreadsheet. |
| Site labour hours | Record monthly hours for safety-rate analytics. |
| View and print the site QR code | Put a scannable code on the wall. |
Assign users to a site
- On the Sites page, select Manage users in the site's Actions column.
- Select Add Users.
- Search for the people to add, select them, then select Add Users.
- Select Close.
Site access is always a user-to-site assignment. A site cannot be given to a group so its members inherit it — add people here, or from the user's Manage sites action. Groups are for assignment and template scoping, not site access. See Set up groups.
Remove users from a site
- Select Manage users for the site.
- Select Remove [User] from site in the Actions column.
- Confirm with Remove, then select Close.
Edit a site
Select Edit site, change the fields, and select Save changes.
Deactivate a site
Select Mark site as inactive and confirm. The status changes to Inactive and the action becomes Mark site as active, so you can bring it back later.
Deactivating keeps all of the site's history. Use it instead of deleting — a site holding assets, users, or inspections cannot be deleted at all.
Bulk import sites
Use this to create or update many sites at once, rather than one at a time.
- On the Sites page, select Bulk import.
- Select Download blank template for an empty spreadsheet, or Export existing sites to edit what you already have.
- Fill in the spreadsheet, then select Choose Excel file.
- Review the Preview, which shows the Action for each row — whether it will be created or updated.
- Confirm the import.
Site labour hours
Record the hours worked at each site per month. Safety-rate analytics — TRIR, DART, and LTIR — are calculated per hours worked, so they cannot be produced without this.
Open it from Manage labour hours in the site's Actions column.
View and print the site QR code
Every site has a QR code. Select View QR Code in the Actions column to see it, or Print QR Code to print it. Post it on site so people can scan straight into incident reporting and scan-to-inspect workflows. See QR code inspections.
Limitations
- The site code is permanent once the site is created.
- A site cannot be deleted while it is in use. Assets, assigned users, or inspections all block deletion, and the error names which. Mark the site inactive instead.
- Location hierarchy must be enabled organisation-wide before it can be used on any site.
- Labour hours need a different permission — Organisation, not Sites.
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