Groups

The group to which an individual belongs defines every aspect of the individual's access to the SameDay online accounts, screens and menus.

A group consists of one or more accounts and one or more people who all use those account(s) in exactly the same way.

•	People (users or administrators) are assigned to the group that allows them to carry out their particular business responsibilities.

o	each person can only belong to one group at a time.

o	people who are assigned to admin groups automatically get administrator privileges.

•	An account can be assigned to one or more groups and behave differently from group to group. In this way, groups reflect business function.

o	Each account in the group has settings which are tailored to enable the people in the group to do their jobs. Each account brings some inherited settings, but administrators can refine these default account settings (such as vehicle options or screen access permissions).

Example: account NN is added to two groups (Bookers and Accounts). Account NN's settings in Bookers group give members access to Booking screen. Account NN's settings in Accounts group only give members access to the Reports screen.

•	Groups can be adapted to changing business needs.

•	All groups inherit their accounts and account settings from, and are managed by, the admin group that created them. .

Every group comprises:

•	permissions - none for user groups and administration permissions for admin groups.

•	account(s) (irrespective whether the group is organised at consol code or account level).

•	individual account settings (e.g. screen access permissions).

These settings are a refined version of each account's default settings (most define the Booking screen in detail).

•	people (users or administrators) who work with the group's accounts as part of their business function.

Groups - inheritence and management

Groups and inheritence

Principles of groups/accounts (illustrated above)

•	Every group is created by a member of the admin group above it; the exception is Admin Group 1 which is created by CitySprint.

•	Admin Group 1 has access to all the accounts for the client and has given admin access to subsets of these accounts to Admin Groups 2, 3 and 4. These Admin Groups can pass on access to all or a subset of "their" accounts to any user groups that they create - as illustrated by User Groups 2, 3 and 5

•	Anyone who is assigned to Admin Group 1 (currently, the administrators are J Bloggs and J Doe) can move users out of and add users to User Group 1 but cannot add or remove anyone from User Groups 2, 3 or 5.

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Anyone assigned to User Group 1 can access all the same accounts as User Groups 2, 3 and 5 but are most likely to have different screens and menu settings. One scenario could be that all the members of User Group 1 are in a Finance department and access all the accounts exclusively through the Reports screen for invoicing and payments.

•	When G Froggett leaves the Finance team to join J Kirk in another department, anyone in Admin Group 1 can remove G Froggett from User Group 1. Only A Brett or B Ansty can add G Froggett to User Group 3, because User Group 3 was created by someone in Admin Group 2.

Note: for the duration that G Froggett is not assigned to a group, this individual can be selected by any of the administrators of client 1010 and assigned to any group.

•	In addition to the accounts illustrated in this diagram, the groups also inherit settings per account. See Group screen - panels for a detailed list.

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If a group is no longer required, it can be deleted provided there are no individuals assigned to it. For example, before deleting User Group 2, both H Icck and I Hill have to be removed from the group by anyone in Admin Group 2. Once they are unassigned, these individuals become available to any administrator to assign them to an admin group or a user group.

1.	Users' and administrators' access to the system is controlled through user and admin groups respectively. User groups and admin groups are the same except that the members of admin groups have administration permissions. All groups, each with a unique name, are set up by administrators.

2.	Groups may be viewed and organised by consol code or account. However, group settings are always created and stored against individual accounts. Each group has to be associated with at least one account and one screen (in addition to My Profile).

For each account in the group, the group settings take priority over the account's default settings (see the Booking Codes fact below) and determine what the members of the group can do with the account. The group settings determine all the screens and fields that are available to group members. For example, if the screen is ticked the other settings define all the fields available in the screen. For a full list see Group screen - panels.

4.	Booking Codes are a permanent property of the account even though they can be modified through the group screens. If an account is associated with more than one group, the latest modification to its Booking Codes will be implemented in the Booking screen for the account.

5.	Where a group is associated with more than one account, the settings can be different for individual accounts in the group. Any account can be associated with several groups and have different settings depending on the group.

6.	Individuals are assigned to either a user group or an admin group. All the members of a group have identical privileges to use the system and work with accounts. An individual cannot belong to more than one group at a time.

7.	Individuals can be created in the SameDay online system independently from groups but an individual that is not assigned to a group cannot log into the system. Individuals who are not assigned to a group, can be managed by any administrator and assigned to any admin or user group.

8.	When necessary, an entire group's access to the system can be blocked / enabled by the group's administrator using the View/Amend User Group or View/Amend Admin Group menus.

9.	All administrators in the client have the rights to view all groups. However, the right to modify and delete groups is retained by the admin group to which creator of the group belonged.

10.	If a group is no longer required, it can be deleted provided there are no individuals assigned to it.

The way groups are defined permits a great deal of flexibility and control in terms of account usage and reporting:

•	Business functions can usefully be mapped to user groups. For example:

o	A Bookings team and Finance department work with the same accounts but are assigned to two different groups. The staff who make bookings are in a group that can only access the Booking screen while the accountants are in a group that can only use the Reports screen.

o	In another organisation, every individual booker is assigned to a single-user-group associated with a single account and with access to the Booking screens only.

•	Cross-functional roles can also be set up through user groups. For example:

o	An individual who makes bookings and prepares invoices for their department is assigned to a group with access to the booking and reporting screens for one or more accounts.