Group associations uses groups to control which clients, employees, facilities, and suppliers employees that are not system administrators can access in AlayaCare. The group that the employee belongs to as well as the position of their group within the group structure determines which clients, employees, facilities, and suppliers the employee can access in the system.
Non-system administrator employees must be assigned to a group in order to log in to the web application when group associations is enabled.
- Defining your group structure
- Creating groups
- Creating group associations (hierarchical structure only)
- Assigning groups to clients, employees, facilities, and suppliers
Please note that any manual changes to groups and associations should be made by a system administrator during a downtime in your organization’s operations. This precaution will ensure that non-system admin employees are not blocked from accessing the web application or prevented from viewing certain clients, employees, facilities, or suppliers while changes are made to the groups.
Defining your group structure
The groups and group associations you create will depend on the type of group structure your organization is using. There are two possible approaches to creating a group structure.:
In a hierarchical group structure, the client, employee, facility, and supplier profiles that non-system administrator employees have access to is determined by the group they belong to and the position of their group in the group structure. A hierarchical structure is created by designating certain groups as child groups to a parent group.
Defining parent-child relationships between groups is referred to in AlayaCare as creating associations. It is possible to disassociate a group from its parent group if you need to make changes to the group structure.
At minimum, a hierarchical group structure will have parent and child groups. However, additional levels of groups can be created by creating child groups for a group that has its own parent group.
Example of a hierarchical group structure:
In the example below, there is a parent group, Quebec, that has three child groups: Montreal, Quebec City, and Rest of Quebec. Montreal also has three child groups of its own: East, West, and Laval.
An employee that belongs to the Quebec group will be able to see clients, employees, facilities, and suppliers that belong to any of its child or “grandchild” groups. When an employee that belongs to the Montreal group logs in, however, they will only be able to see clients, employees, facilities, and suppliers that belong to the Montreal group or to the West, East, or Laval groups. An employee that belongs to the Laval group will only see clients, employees, facilities, and suppliers that belong to the Laval group.
In a flat structure, non-system admin employees' access to client, employee, facility, and supplier information is determined entirely by the group they belong to. Employees will only be able to see other clients, employees, facilities, or suppliers in their group. As a result, you do not need to create parent-child associations between groups as all groups exist on the same level.
If your organization uses a flat group structure, you do not need to create associations between groups for this kind of group structure.
Example of a flat group structure:
In the example below, there are three groups that all exist at the same level: Montreal, Quebec City, and Rest of Quebec. Employees in each group will only have access to clients, employees, facilities, and suppliers that belong to the same group as them.
Groups and group associations are created from schedules>scheduling settings>groups. All groups that have been created will be listed in the groups tab.
You can filter groups by name, description, or status (enabled or disabled).
Select +add group to add a new group to the list.
Enter a name and description (if necessary) for the new group and select save.
To edit or disable a group, select the downward arrow next to view.
Once groups have been created, you can create associations between groups (hierarchical group structures only) and add groups to client, employee, facility, and supplier profiles.
Creating group associations (hierarchical structure only)
Once you have created all the groups you need for your group hierarchy, you can add child groups to parent groups. To begin, select view for a group that will have child groups beneath it.
If the group has any parent groups, they will be listed in the first list. Note that only the groups directly above the group will be listed as parent groups (in other words, “grandparent” and “great-grandparent” groups will not be listed). Any child groups that have already been linked to the group will be listed in the second list. Select associate group to add a new child group.
All enabled groups will be available to select in the name field. Select the group you wish to associate and then select save.
You can create as many associations as you wish.
If you wish to unlink a child group from its parent group, select disassociate.
Assigning groups to clients, employees, facilities, and suppliers
Groups are assigned to client, employee, facility, and supplier profiles from the demographics tab on client and employee profiles and the information tab on facility and supplier profiles.
Clients, employees, facilities, and supplies can be added to as many groups as necessary. If you are using a hierarchical structure, however, keep in mind that entities only need to belong to the highest-level parent group as they will inherently belong to all child groups below that parent group. Only parent groups will be listed on client/employee/facility/profiles if multiple groups are added since the entity will belong to any child groups of the parent by default.
You will be able to filter by both parent and child groups throughout the web application (client list, employee list, employee finder, etc.).
Listed below are some best practices for assigning groups to different entities:
When using group associations, remember that an employee who is not a system administrator must have at least one group added on their profile to log in to AlayaCare. If no group is assigned to them, they will receive the following error when trying to log in:
Employees who are system administrators do not have to be assigned to groups and will always be able to view all clients, employees, facilities, and suppliers.
All clients should also be assigned to groups to ensure that they are visible to employees who belong to the same group or any associated groups.
If a client is not assigned to a group, only system administrators will be able to view that client. This scenario can be useful for handling pending or waitlist clients or if you have a client profile that is reserved for training and testing.
If your organization uses facilities, the groups that facilities belong to must overlap with the groups assigned to the clients who are scheduled to the facilities.
If you are using a flat group structure, a facility should be assigned to the same group(s) as scheduled clients. In a hierarchical structure, the facility should either be assigned to the same child group(s) as scheduled clients or the parent group of its clients’ groups.
If your organization uses suppliers, any groups assigned to the supplier will be automatically assigned to the supplier’s default employee profile.