Large companies often have relationships with partner companies that perform work for them, or have multiple internal entities that service particular geographic locations. In order to properly evaluate these entities, it’s helpful to be able to identify team members who work for each group and to aggregate their tasks and reports, so they can be evaluated as a single entity. Arrivy’s Groups functionality provides this capability.
You should use Groups when you have separate and distinct operational units. But, you should not use it for creating groups for crew members who work together within the same operational entity. This is because both Tasks and Team members are assigned to a specific Group. Thus, changing the structure of groups within your organization can be time-consuming as it may involve significant manual reassignments of Team members and Tasks.
Also, note that Groups provides a single-level hierarchy. There are no Groups of Groups.
Setting Up Groups
Groups are established through the Setting area, which is only accessible to Admins. You must be a company Admin to create and modify Groups. Once a Group is set up, only Admins are able to change the Group information. To create a Group, navigate to the Groups Settings page and click the Add new Group button.
Every company has a “Primary Group” which is created by default. You can change the name of this Group to correspond to one of your office locations. Then, add new Groups to represent all the distinct locations which will use Arrivy.
You will be prompted to fill in the following form:
The only obligatory fields are the Group name and the Group time zone. If you are an Admin, you may want to fill in the Group name and leave the other fields for the Scheduler for this Group. The Scheduler can access this page from the Team nav page. This establishes the Groups within your organization.
How Groups Work
The Default Group
In addition to the named Groups you establish through Groups Settings there is a Primary Group which can’t be edited or deleted. The Primary Group is the top-level Group, or parent to all the individual named Groups. Any Team members or Tasks that have not been explicitly assigned to a Group will belong to the Default Group.
Schedulers have a unique role in Arrivy. They are able to create Team members and Equipment, define Tasks and Customers. Once a Scheduler is assigned to a Group, the scope of their activities is limited to their Group. Any Team members, Equipment or Tasks they create will automatically be assigned to their Group. Similarly, they will not be able to see/access Team members, Equipment or Tasks associated with other Groups. Team, Equipment and Tasks can only belong to one Group.
Customers, however, are not associated with Groups–they are shared across an organization. So, a Customer record created by one Group can be used/accessed by any other.
Schedulers and Admins belonging to the Primary Group have access to all Team members, Equipment, Customers and Tasks across the organization. When Schedulers and Admins in the Primary Group create new Team members, Equipment or Tasks, they must explicitly assign them to a Group (or leave them in the Primary Group).
Assigning Team, Equipment & Tasks to Groups
There are different procedures for assigning Team, Equipment and Tasks to Groups depending on whether the user is an Admin or a Scheduler.
Schedulers never have to worry about explicitly assigning entities to Groups. Any Team members, Equipment or Tasks they create will automatically be assigned to the Group they belong to.
Team Members: Admins can assign Team members to a Group in the Team member dialog. If there are no Groups defined, the Groups dropdown does not appear. Note that the Team member can be assigned to the Primary Group.
Tasks: Tasks follow a similar logic. If any Groups are defined an Admin will see the Group combo box and be able to assign the Task to a specific Group. Tasks created by Schedulers will automatically be assigned to the Scheduler’s Group. Note that Tasks assigned to a Group will automatically inherit the time zone of that Group.
Schedulers for named Groups (i.e. non-Primary Group) always see their data displayed on the Dashboard, Calendar and on Reports. They never have to worry about explicitly filtering their views. Admins and Schedulers in the Primary Group have the option to view data and results for the entire organization or for any individual Group. These views are provided thru filters–similarly to Equipment and Team filters on the Calendar and Dashboard.
On Reports, a new filter has been added to permit viewing any individual Group or the rolled-up organization.