Managing a TrackAssure Organization

Understanding the Structure of a TrackAssure Organization Structure

To manage TrackAssure Organization, you must be logged in as a Super Admin. If you are logged in as a Location Admin, then the information presented is only for that location.

The TrackAssure Organization Structure consists of the following:

• The Organization is the top level of the organization.
• Groups logically divide an organization by locale or business model (e.g., Southeast or Retail)
• Sub-Groups logically group locations together in groups by locale or business model (e.g., Georgia or Dine-In).
• Locations are the physical locations where your organization carries out its business.

When defining the organization structure, the following rules apply:

• The Organization can only be divided into groups (i.e., the first level of an organization cannot contain sub-groups or locations).
• A Group can be divided into multiple sub-groups, but it cannot include locations.
• A Sub-Group can be divided into multiple sub-groups or locations, but not both.
  • Once you add a sub-group to a sub-group, you cannot add a location to that sub-group.
  • Once you add a location in a sub-group, you cannot add a sub-group to that sub-group.
• A Group can have multiple levels of sub-groups before locations are added (e.g., Organization > US > Southeast > Georgia > Atlanta > LocationA, LocationB, LocationC).
• You cannot delete a group or sub-group unless all of its sub-groups have been deleted.
• You cannot delete a location, you can only change its status from Active to Inactive. This means, once you add a location to a sub-group, you cannot delete that sub-group.
• You cannot move a sub-group or location to another sub-group.

When you click on Organization structure in the TrackAssure menu, the organization and its groups appears on the Organization Structure page:

• If you have not set up your organization, the Organization is the only part of the structure that appears:

  

• If you have already setup you organization, the Organization and Groups structure appears:

  

• Clicking on a Group or Sub-Group expands that branch to show additional Sub-Groups or Locations:

  

  • To collapse a branch, click on any group or sub-group.
  • For Locations, the status - Active or Inactive - appears to the right of the location name.
  • If a sub-group does not have any locations created, then No Locations appears next to the sub-group name.  

Adding TrackAssure Groups

To add a Group to the Organization, carry out the following on the Organization structure page:

1. Click the Add group link located to the right of the organization name. A blank Add group form appears:

   

2. Enter a Group name in the field provided, and click Save. The form closes and the group is added to the organization. 

Adding TrackAssure Sub-Groups

To add a Sub-Group to a Group or Sub-Group that does not contain locations, carry out the following on the Organization structure page:

1. Click the 3-dot options icon located to the right of the group or sub-group where you want to add the sub-group:

   • For groups, the options menu appears as follows:

     

   • For groups or sub-groups with existing sub-groups, the options menu appears as follows:

     

   • For empty sub-groups, the options menu appears as follows:

     

2. Click Add sub-group. A blank Add sub-group form appears:

   

3. Enter a Sub-group name in the field provided, and click Save. The form closes and the sub-group is added.

Adding TrackAssure Locations

To add a new location to an empty sub-group or a sub-group that already has locations, carry out the following on the Organization structure page:

1. Click the 3-dot options icon located to the right of the sub-group where you want to add the location:

   • For sub-groups with existing locations, the options menu appears as follows:

     

   • For empty sub-groups, the option menu appears as follows:

     

2. Click Add Location. A blank Add location form appears:

   

   

3. Enter a Location name.
4. Enter a Phone number.
5. Select the Country from the drop-down list where the location is located.
6. Select a Time zone for the location from the drop-down list.
7. Enter Address line 1, Address line 2 (optional), City, and Zip code for the location.
8. Select a State from the drop-down list for the location address.
9. When finished, click Save. The form closes and the location is added to the sub-group.

Editing Groups and Sub-Groups

To edit a group or sub-group, carry out the following on the Organization structure page:

1. Locate the group or sub-group you want to edit, and click on the 3-dot options icon located to the right of the name. The appropriate menu appears:

       

2. Click Edit. The Edit group or Edit sub-group form appears, depending on which you are editing:

   

   

3. Edit the name, as needed, and click Save. The form closes and the group or sub-group is updated with the new name.

Viewing and Editing Locations

To view a location, carry out the following on the Organization structure page:

1. Locate the location you want to view and click on the location name. The location Overview page appears:

   

   • The location menu is added to the bottom of the organization menu so that you can carry out location-specific actions, including:
     • Viewing and adding Users
     • Viewing and adding location-specific Suppliers
     • Viewing Received products reports
     • Viewing Prep products reports
     • Viewing Transformed products reports
   • The location Overview page appears to the right of the menu:
     • The left panel displays the Users that have been assigned to the location (for more information, see Managing Users for a Location).
     • The right panel displays the Location details.

To edit the location, carry out the following:

1. On the location Overview page, click the Edit link in the Location details panel. The Edit location form appears:

   

   

2. If needed, modify the Location name, Phone number, or Address information.

3. If needed, change the status by clicking on the current status - Active or Inactive - and choosing a new status from the drop-down list that appears:

   

4. When finished, click Update. The form closes and the location details are updated.

Deleting Groups and Sub-Groups

Before you can delete a group, you must be able to delete all sub-groups and their branches in that group.

If a sub-group or its branch contains one or more locations, it cannot be deleted.

To delete a group or sub-group, carry out the following on the Organization structure page:

1. Locate the group or sub-group you want to delete and click the 3-dot option icon to the right of the name:

   • If the group or sub-group can be deleted, the Delete option is enabled:

     

   • If the group or sub-group cannot be deleted, the Delete option is disabled:

     

2. Click Delete. The group or sub-group is deleted from the Organization structure.