Segmentation is used to adjust the information visible to account users. If a user is assigned to a segment, that user can only access the information assigned to that segment.
Use Cases & Examples | Adding & Removing Users |
Setting up Segmentation | Adding & Removing Employees |
Creating Segments | Troubleshooting & FAQ |
Adding & Removing Locations |
Use Cases & Examples
Segmentation is a viable option for companies that...
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Operate in Multiple Regions (States/Territories/Provinces) - If your company operates in multiple regions, it may be ideal to keep information visibility unique to each region. Creating separate segments prevents users from seeing irrelevant data.
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Example - Your company operates in Ohio and Maine. Employees in Ohio never interact with employees or locations in Maine. Creating separate segments will prevent users from seeing any employees or locations not within their state.
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Example - Your company operates in Ohio and Maine. Employees in Ohio never interact with employees or locations in Maine. Creating separate segments will prevent users from seeing any employees or locations not within their state.
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Have Separate Sectors - If your company has multiple sectors that are unrelated to each other, creating segments will keep the employees and locations separate.
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Example - Your company does commercial and construction cleaning. Some locations are only commercial, while others are only construction. Creating separate segments prevents employees who only do commercial cleaning from seeing information for construction sites.
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Example - Your company does commercial and construction cleaning. Some locations are only commercial, while others are only construction. Creating separate segments prevents employees who only do commercial cleaning from seeing information for construction sites.
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Categorize Locations - If your company has different types of contracts, segmentation can be used to categorize the locations. This does not restrict data access for any users.
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Example - You want to filter locations by residential vs. commercial contract. Assigning locations to the appropriate segment will allow certain reports to be filtered. No users are assigned to the segments.
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Example - You want to filter locations by residential vs. commercial contract. Assigning locations to the appropriate segment will allow certain reports to be filtered. No users are assigned to the segments.
Setting up Segmentation
A segment must contain users and locations.
- If a segment has assigned users but no locations, the segmented user will not have access to any locations or employees in the account.
- If a segment has assigned locations but no users, data will not be restricted for users within the account.
Once a segment has assigned users and locations, segmented users will be unable to view data outside their assigned segment.
Segmentation works in combination with security settings. Additionally, if a user is not trained on a location, they will have restricted access regardless if the location is included in their segment.
In the example above:
- Users in Segment A cannot interact or view data for employees and locations in Segment B.
- Users in Segment B cannot interact or view data for employees and locations in Segment A.
- User G can see all users and locations.
- Only User G can see Location G.
Creating Segments
Users with the Account Manager security setting can access Segment Maintenance.
- On the web portal, go to the Gear icon > Manage Segments.
- Select + Add New Segment.
- Fill in the information.
- Name* - The name of the segment.
- Description - A brief description of the segment.
- Select Save to create the segment.
Editing Segments
- On the Segment Maintenance page, select the Edit Pencil in the Actions column.
- Edit the fields.
- Select Save to confirm changes.
Deleting Segments
Segments with assigned users and/or locations cannot be deleted.
- On the Segment Maintenance page, select the X in the Actions column.
- This action cannot be undone.
Adding & Removing Locations
A location can only be in one segment at a time.
- On Segment Maintenance, select Location Listing.
- In the Segment Actions dropdown, select Move to [Segment Name].
- To remove a location, select Remove from [Segment Name].
Adding & Removing Employees
- On Segment Maintenance, select Employee Listing.
- Select the segment name in the Add Segment dropdown, then select + Add.
- Select X on the segment to remove it from the user listing.
- Select X on the segment to remove it from the user listing.
Adding & Removing Users
Users can be added to multiple segments.
Segment Maintenance
- On Segment Maintenance, select User Listing.
- Select the segment name in the Add Segment dropdown, then select + Add.
- Select X on the segment to remove it from the user listing.
- Select X on the segment to remove it from the user listing.
Employee Maintenance
- On the web portal, go to Employees > Manage Employees.
- Select the Edit Pencil in the Actions column for an employee.
- In the General section, select the Segment field. Add or remove any segments.
- If the logged-in user is added to a segment, only those segments will be visible. If not, all segments will be visible.
- Multiple segments can be selected.
- Save the page to confirm changes.
Troubleshooting & FAQ
Q: I have two separate companies, Company A and Company B. Can I use segmentation to manage both in the same Janitorial Manager account?
A: This is not recommended. Account settings such as the company logo, payroll system, and feature preferences apply to all employees and locations regardless of segment. This may cause setup conflicts between companies.
Q: I added a user to a segment and now they can't see any locations in the account.
A: This can happen if the segment does not have assigned locations/users, or if the employee is not trained on any locations within the segment.
Q: My company has multiple segments. If I'm in Segment A, can I process payroll for Segment B?
A: If you are in a segment, only data for that segment will be visible on reports. This will limit visible data will approving time punches and reviewing the employee payroll report. We suggest the person processing payroll remain unassigned to a segment.
For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.
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