Create a site and grant access

A site is a physical location inside your organization, with its own plants, diaries, roster and shift schedule. You add a site when you need to run a geographically separate location on its own. Creating it is only half the job: until you grant access, your colleagues will not see the new site.

Before you start

• Permission: the site-management right — site:manage or full admin tenant_role:manage. Granting access needs site_access:manage (the System administrator’s by default).
• Where to find it: Master data → Sites in the management area; access lives under Access → Users.
• Worth reading first: Basics: sites, plants and who sees what — the three levels and the two access layers.

There is one site by default

“The organization’s sites. With multiple sites, each gets its own plants, staff, diary and permissions; you can switch between them in the header. There is one site by default.” While you have a single site, the site switcher and the site selectors do not even appear.

Steps

The new site goes to the end of the list; reorder it with the arrows — that order is what the header’s site switcher shows.

1. Open the Master data → Sites tab.
2. Type the new site’s name (e.g. Budapest) and click Add site.
3. Switch to it with the site switcher in the header (the building icon). The site is a global context: from now on the diary, tasks, events and reports all follow it.
4. Add its plants on the Master data → Plants tab. A plant you add here belongs to the site you switched to in the header.
5. Review the Shift schedule tab: a new site starts with a copy of the first site’s shift schedule — if this location runs different hours, adjust it.
6. Grant access on the Access → Users tab, in the Site access card: tick the new site for the colleagues who need it and click Save.

The Site access card. A colleague with a company-wide role (System administrator, Production manager, OpEx team) has no checkbox — they see everything by role.

One step less for a new colleague

At invitation time you can already pick “Which sites they can access” — no need to come back to the Users tab afterwards.

If it worked

The new site appears in the header’s site switcher, and the colleagues you ticked will see it after signing in (the others will not — that is the correct behaviour). The new site starts with an empty diary and the copied shift schedule.

Common problems

What you see	Why	What to do
No “Sites” tab	You do not have site:manage (or full admin).	Ask your admin.
A colleague “sees nothing” on the new site	They have a site-bound role and the new site is not ticked for them. A user with no site ticked cannot access anything — the safe default.	Tick it on the Site access card.
A colleague has no checkbox at all	Their role is company-wide (badge: “All sites (by role)”).	Nothing to do: they see every site by role.
The new plant did not appear on the new site	You did not switch sites in the header before adding it.	Switch to the new site and add it again (the misplaced one can be archived).
“A plant with this name already exists”	The machine key is derived from the name and collides.	Use a different name.
“The last site cannot be archived.”	At least one site must remain.	Create another one first, or keep this one.

Worth knowing

• Archiving a site does not delete data — the diary history stays, the site just leaves the switcher. Same logic as offboarding a colleague: the audit trail must not be orphaned.
• No shift schedule, no automatic diary or PDF. A site only gets an automatic diary lifecycle and report dispatch if it has an active, timed shift schedule — see A separate shift schedule per site.
• The time zone is organization-level today (Settings → General), not per site. If a site runs in another time zone, take that into account when entering shift times.

Related

Basics: sites, plants and who sees whatThe three levels and the two access layers — the background.

A separate shift schedule per siteThe new site's shifts — and what depends on them.

Manage sites and plantsAdding, renaming and ordering plants.

Invite a colleagueYou can assign sites right at invitation time.