--- id: v1-set-up-organisation slug: set-up-organisation sequence: 2 title: "Set up your organisation, users and categories" url: https://etiscope.com/support/guide/set-up-organisation/ video_state: draft video_duration_seconds: 220.053 video_url: https://media-etiscope.jointaction.cloud/lessons/set-up-organisation/30b28bee8aa082fe7a92e939ef152688bce3234e26862c16151e8fff3eba1f2a/video.mp4 captions_url: https://media-etiscope.jointaction.cloud/lessons/set-up-organisation/30b28bee8aa082fe7a92e939ef152688bce3234e26862c16151e8fff3eba1f2a/captions.vtt --- # 2. Set up your organisation, users and categories If you're setting Etiscope up for your organisation, this lesson is for you. You'll build the structure everyone files and finds their work against, add the people who will do the assessing, and make two decisions — roles, and whether to record people at all — that are far better settled now than changed later. **Before this lesson:** 1. Etiscope: what it does and how the work flows (https://etiscope.com/support/guide/introduction/) ## What you'll be able to do The viewer can create the organisation's category structure, bulk-import a list, add a user and choose Contributor vs Editor correctly, define a custom category, and decide on the People category. - [create-structure] Create the organisation's category structure — business units, sites, work areas, jobs and shifts — including by bulk import. - [add-user-choose-role] Add a user and choose Contributor vs Editor correctly. - [define-custom-category] Define a custom category for data the built-in categories don't cover. - [decide-people-category] Decide whether to enable the People category, following Etiscope's own recommendation. ## Video - MP4: https://media-etiscope.jointaction.cloud/lessons/set-up-organisation/30b28bee8aa082fe7a92e939ef152688bce3234e26862c16151e8fff3eba1f2a/video.mp4 - Captions (WebVTT): https://media-etiscope.jointaction.cloud/lessons/set-up-organisation/30b28bee8aa082fe7a92e939ef152688bce3234e26862c16151e8fff3eba1f2a/captions.vtt - YouTube (secondary): https://www.youtube.com/watch?v=QlqSorXS9GM **Chapters:** 0:00 Sign in and Settings · 0:34 Build the structure · 1:15 Bulk import · 1:42 Add users and choose roles · 2:48 Custom categories · 3:09 The People category decision ## The lesson ### Sign in and Settings The dashboard runs in your browser. Open the web address your organisation was given with its Etiscope account, and sign in with your administrator email and password. Then select **Settings**. Almost everything in this lesson lives here, and most of it you set up once. The category screens — **Business units**, **Sites**, **Work areas**, **Jobs**, **Shifts**, **Tags** — hold your organisation's structure. After the initial setup you'll only come back to them occasionally, when a new site opens or a shift pattern changes. **Users** and **Organization**, near the bottom of the list, appear because you are an administrator. Someone signing in as an assessor won't see them. The rest of this lesson follows the order that works best: structure first, then users, then the categories that are specific to your business. > **Definition** — This lesson: structure, then users, then custom categories ### Build the structure Every category screen works the same way, so once you've used one you know them all. Open **Sites** and choose **Add site** — or press **Command-N** (**Control-N** on Windows). Give it a name, notes if they are useful, and the business unit it belongs to, then save. That's the whole pattern, and it's the same for every category. One setting is worth a closer look. The **Users** section's **Contributor permissions** switch — **All users** or **Specific users** — controls which users below Editor can see this entry. It defaults to **All users**, and **that default is the right choice unless you have a specific reason to restrict it**. Narrowing it early can quietly hide work from the people who need to see it. Build the structure the way your organisation actually talks about itself, and build it top down: business units first, then sites, work areas, jobs and shifts. Keep names short and consistent — these become the filters everyone uses to find assessments for years to come, and a list where the same site appears three ways is hard for anyone to rely on. If a name would only make sense to the person who typed it, now is a good time to rename it. > **On screen** — Also on every category screen: Edit · Archive · Trash · CSV export > **Definition** — Manufacturing → Geelong Plant → Assembly Line A ### Bulk import You don't have to type your structure in one entry at a time. If you already have your sites in a spreadsheet, you can import them. Press **Command-K** — or **Control-K** — anywhere in the dashboard to open the command palette, and choose **Import** for the category you are filling. Pick your CSV file, choose the **Names column**, **Start row** and **End row**, assign the business unit it all belongs to, and import. The file is a CSV with one name per row in the column you choose, so saving the spreadsheet as CSV is usually all the preparation it needs. > **Definition** — A CSV file: one name per row; choose the column and rows > **On screen** — Work tasks · Work areas · Sites · Jobs · Shifts · Tags ### Add users and choose roles Open **Users** and choose **Add user**. Enter the person's name and email, then open the **Role** picker. The role controls what they can see and do, and for most organisations the choice comes down to two options. **Contributor** — Can capture assessments, but generally sees only their own. Choose this for assessors who only need their own work. **Editor** — Sees all assessments. Choose this for anyone who reviews across the team. The other two roles are narrower than they look. **Viewer** is for external parties you've given access to specific assessments, so it isn't suitable for anyone who captures. **Administrator** is for people doing what you're doing right now. It can be tempting to make everyone an Editor so nobody is ever blocked. An assessor who only needs their own work is usually better served by Contributor — a shorter list is easier to work from. When you pick a role below Editor, the **Contributor permissions** checkboxes appear. These let one user create particular things — a work task, a work area — without moving them to a bigger role. **Grant what their job needs, and no more.** An assessor who works across a site they can't add work tasks to will be held up in the field, while an assessor who can create business units may end up adding ones you didn't plan for. The same screen handles the rest of an account's life: each user's menu can **Set password** or **Copy password reset link**, and **Deactivate** an account when someone leaves. > **Definition** — Contributor = own assessments · Editor = all · Viewer = external · Administrator = setup · Owner = full control > **Watch out** — Roles starting with JA are for JointAction support staff; don't give them to your users > **Definition** — Tick only what they need to create. Work tasks are listed here as Manual tasks. > **On screen** — Edit · Copy password reset link · Set password · Deactivate · Delete ### Custom categories The built-in categories cover how most organisations divide work, but not all of it. If your business thinks in product lines, contract regions or asset classes, you can name your own. Open **Organization** and name one of the five custom categories. Naming it adds a new screen under **Settings**, and that is where you add its values — there are no fields to configure and no forms to design. Save them for a dimension you'll actually filter by. A custom category that nobody fills in becomes a blank column on every assessment. > **Definition** — One name → a screen, a field and a filter; add values on its screen ### The People category decision There's one more decision to make before you finish, and it's about policy rather than configuration. **Etiscope recommends against saving personnel details with assessments.** The assessment is of the task, not the person — the score describes how a job loads a body, and it does that whether or not you know whose body it was. The measurement doesn't need those details, and once they're stored they become something you have to govern, justify and eventually delete. We suggest leaving the **People** category off unless your organisation has a specific reason to track it. That's structure, users and categories done. Your assessors can now sign in, and everything they capture will land somewhere the rest of your organisation can find it. > **Watch out** — Leave People off unless you have a specific reason > **Definition** — The switch stays here in Organization if policy changes ## Mistakes that matter - Giving everyone Editor when Contributor would suit them better. It's quick to do and awkward to reverse once people are used to seeing everything. - Leaving the structure empty, so assessors have to invent it as they go in the field. Structure created a name at a time, under time pressure, on a tablet, is very hard to filter by later. ## Not covered here - Batch editing records, CSV exports and redaction administration — see lesson 13, Keep the data clean and get it out (https://etiscope.com/support/guide/keep-data-clean-and-get-it-out/) - Saved views — the filters your reviewers will build on top of this structure — see lesson 12, Monitor the program in the dashboard (https://etiscope.com/support/guide/monitor-the-programme/) **Next lesson:** 3. Prepare the kit, sensors and app — https://etiscope.com/support/guide/prepare-kit-sensors-app/