Area Permissions

Key Points

• Areas help organise records and control user access.

• Areas can represent:

  • Physical locations

  • Departments

  • Service types

  • Funding streams

  • Regions or states

• Users only see records within the areas they are assigned to.

• Areas are a top-level access control tool.

• Regions group multiple areas together.

• Areas can also support rostering, messaging, and payroll functions.

What Are Areas?

Areas are used to:

• Organise records

• Control which users can access specific data

• Structure your system by region or team

For example:

• Queensland staff can see Queensland records

• New South Wales staff can see NSW records

Areas help maintain privacy and clarity across large organisations.

Accessing Area Management

To manage Areas:

1. Go to the System Menu (top right-hand corner)

2. Select Areas

This opens the Site / Area Management page.

Here you can:

• View existing areas

• Create new areas

• Edit existing areas

• Create and manage regions

What Are Regions?

Regions are broader categories that group multiple areas.

They are mainly used to:

• Categorise different site locations

• Provide higher-level structure

To create a new region:

1. Click Add New Region

2. Enter the required details

3. Save

Regions help organise areas but do not directly control permissions.

Creating a New Area

Step 1 – Click Add New Area

Select Add New Area from the Area Management screen.

You will be taken to the Area Details page.

Step 2 – Enter Area Details

Complete the following fields:

• Region – Select the appropriate region

• Area Name – This appears on records

• Description – Optional (can include address or details)

• Virtual Area – Tick if not a physical location

• Active / Archived – Areas can be deactivated if no longer needed

• Messenger Recipient – Allows area to receive messages

• Show/Hide Message Source – Control message visibility

Step 3 – Add Financial Codes (Optional)

You can also add:

• Account Codes

• Export Codes (e.g., for Xero integration)

These assist with:

• Timesheet exports

• Invoice tracking

• Financial reporting

Step 4 – Assign Users

Assign users to the area.

This determines who can access records within that area.

⚠ Important:
If a record is assigned to an area with no users assigned, no one will be able to see it.

Applying Areas to Records

After creating an area, you can:

1. Open a staff or participant record

2. Assign the record to the new area

3. Confirm visibility is working correctly

This ensures permissions are functioning as intended.

How Areas Can Be Structured

There is no single correct way to structure areas.

Common setups include:

• By physical office location

• By state or region

• By department

• By funding stream

• By service type

The key is to:

• Keep the structure simple

• Stay consistent

• Make it easy for staff to understand

Areas in Other Parts of FlowLogic

Areas are also used in:

Roster

• Assign shifts by area

• Apply public holidays to specific regions

Messaging

• Control which site messages are sent from

Payroll & Finance

• Support export codes and financial workflows

This allows location-based scheduling and payroll adjustments.

Site Management Overview

The Site Management tool allows you to:

• Create sites (areas)

• Edit sites

• Manage regions

• Assign users

When creating a site:

1. Select the region

2. Enter the site name

3. Decide if it is virtual or physical

4. Add description or address

5. Add export codes (if required)

6. Assign users

Sites can be:

• Active

• Archived (if no longer in use)

Best Practice Recommendation

While you can create as many areas and regions as needed, it’s often best to:

• Keep the structure simple

• Avoid over-complicating your setup

• Use other permission tools where appropriate

Areas should primarily be used for high-level organisation and access control.

Outcome

You now understand:

✔ What Areas are and how they work
✔ How to create and manage Areas
✔ The purpose of Regions
✔ How to assign users to Areas
✔ How Areas impact permissions and visibility
✔ How Areas integrate with rostering and finance

Areas are a powerful way to organise your system, protect data, and ensure staff only access what is relevant to their role.