Overview

Branch assignment controls which locations users can access in BScheduler. Combined with role permissions, branch assignment determines the full scope of what each user can see and do within the system.

This guide explains how to assign users to branches, manage multi-branch access, and troubleshoot branch-related access issues.

Before You Begin

Required Permission: Administrator

Understanding Branches:

• Branches represent physical locations, service centers, facilities, or territories
• Users must be assigned to at least one branch to access the scheduler
• Branch assignment works together with role permissions
• Users can only create/view/edit appointments for their assigned branches (except Administrators with all-branch access)

Branch Terminology in Your System:

Your branches may be called:

• 🔧 Heavy-Duty: Service Centers, Locations, Dealerships, Shops
• 🏥 Healthcare: Facilities, Clinics, Medical Centers, Offices
• ⚙️ Field Service: Territories, Regions, Service Areas, Zones

How Branch Access Works

Branch Access + Role Permissions

Branch assignment and role permissions work together:

Example 1: CSR at Single Location

• Role: CSR (can create/edit/delete appointments)
• Branch: Cincinnati Branch only
• Result: Can manage all appointments at Cincinnati, cannot see other branches

Example 2: CSR at Multiple Locations

• Role: CSR (can create/edit/delete appointments)
• Branches: Cincinnati, Detroit, Salt Lake City
• Result: Can manage appointments across all three locations

Example 3: Field User at Multiple Locations

• Role: Field User (can create/edit own appointments)
• Branches: Cincinnati, Detroit
• Result: Can view all appointments at both branches, can edit own appointments, limited edit rights for others

Example 4: Administrator

• Role: Administrator (full system access)
• Branches: Any or all branches
• Result: Can access all appointments regardless of branch assignment (Admin override)

Access Scopes Explained

Own Appointments

• User sees only appointments assigned to them personally
• Branch assignment still applies (only appointments at assigned branches)

Branch Appointments

• User sees all appointments for their assigned branch(es)
• Includes appointments assigned to other users
• Edit capabilities depend on role

All Appointments (Administrator Only)

• Can view all appointments across all branches
• Regardless of branch assignment
• Administrator role overrides branch restrictions

Assigning Branches During User Creation

When Creating a New User

1. Navigate to Administration > User Settings > User Management
2. Click + Create new user
3. Complete User Information tab
4. Assign Roles tab
5. Go to Branches tab

The Branches Tab

You'll see a list of all branches in your organization.

Branch List Displays:

• Branch name
• Location information (if configured)
• Selection checkbox

To Assign Branches:

1. Check the box next to each branch the user should access
2. You can select one branch or multiple branches
3. Selected branches highlight or show a checkmark

Example:

☑ Cincinnati Branch
☐ Detroit Branch
☑ Salt Lake City Branch
☐ Portland Branch
☐ Phoenix Branch

In this example, user has access to Cincinnati and Salt Lake City only.

Deciding Which Branches to Assign

Single Branch Assignment (Most Common)

Assign when:

• User works at one physical location
• Field user (technician/clinician) operates from one site
• Part-time staff at single location
• Receptionist/front desk at one facility

Benefits:

• Simpler interface (less filtering needed)
• Reduces scheduling errors
• Clearer responsibility

Multiple Branch Assignment

Assign when:

• CSR manages scheduling across multiple locations
• Dispatcher coordinates multi-site operations
• Manager oversees several facilities
• Float staff who work at multiple locations
• Remote scheduler supporting multiple branches

Benefits:

• One login for all locations
• Can move appointments between branches
• Visibility across operations
• Flexible coverage

No Branch Assignment

Not Recommended - Results in:

• User cannot access scheduler
• Cannot create or view appointments
• Can only access non-scheduler features

Only appropriate for:

• Admin-only accounts that configure settings but never schedule
• Reporting-only accounts (though even these usually need one branch)
• Placeholder accounts (should be inactive)

Saving Branch Assignments

After selecting branches:

1. Review all three tabs:
   • User Information: Name, email, username ✓
   • Roles: At least one role selected ✓
   • Branches: At least one branch selected ✓
2. Click Save
3. Success message: "Successfully saved"
4. User now has access to assigned branches

Managing Branch Access for Existing Users

Viewing Current Branch Assignments

1. Navigate to Administration > User Settings > User Management
2. Locate the user (use search if needed)
3. Click on the user's name
4. Click the Branches tab

You'll see which branches are currently checked.

Adding Branches to a User

Scenario: User needs access to additional location

1. Open user's profile
2. Go to Branches tab
3. Check the box next to additional branch(es)
4. Click Save

Effect:

• User immediately gains access to new branch appointments
• Can now create appointments at new location
• Existing branch access remains unchanged

Example Use Cases:

• CSR taking on additional location coverage
• Field user transferring to new location but maintaining old
• Temporary coverage during staff shortage
• Cross-training period

Removing Branches from a User

Scenario: User no longer needs access to a location

1. Open user's profile
2. Go to Branches tab
3. Uncheck the box next to branch to remove
4. Click Save

Effect:

• User immediately loses access to that branch's appointments
• Can no longer create appointments at that location
• Cannot view appointments at that branch (unless Administrator)
• Other branch access remains unchanged

Important: Ensure user has at least one branch remaining (unless deactivating user)

Example Use Cases:

• User transferred to different location
• Temporary coverage period ended
• Organizational restructuring
• User promoted to role that doesn't require branch access

Transferring User to Different Branch

Scenario: User moving from one location to another

1. Open user's profile
2. Go to Branches tab
3. Uncheck old branch
4. Check new branch
5. Click Save

Effect:

• User loses access to old branch immediately
• User gains access to new branch immediately
• Clean handoff with no overlap period

Alternative: Transition Period If user needs overlap time:

1. First, add new branch (keep old branch checked)
2. Allow transition period
3. Later, remove old branch assignment

Branch Assignment Strategies

Strategy 1: Location-Based Assignment

Most Common Approach

Assign users based on physical work location:

• Front desk staff → Their physical location
• Technicians → Home service center
• Clinicians → Their primary facility

Pros:

• Simple to understand
• Mirrors physical reality
• Clear accountability

Cons:

• Requires changes when staff moves
• Less flexible for coverage

Strategy 2: Responsibility-Based Assignment

Assign users based on scheduling responsibilities:

• Each CSR assigned to specific branches they support
• Regional managers assigned to all branches in their region
• Corporate schedulers assigned to all branches

Pros:

• Matches organizational structure
• Supports centralized scheduling
• Better for remote teams

Cons:

• May not match physical location
• Requires clear documentation
• Can be complex

Strategy 3: Hybrid Approach

Combine location and responsibility:

• Local staff → Assigned to their physical location
• Regional staff → Assigned to all locations in region
• Corporate staff → Assigned to all branches
• Specialists → Assigned to locations they serve

Pros:

• Flexibility
• Matches real-world complexity
• Supports various work models

Cons:

• Requires more management
• Can be confusing without documentation

Multi-Branch User Management

Best Practices for Multi-Branch Users

When assigning multiple branches:

✅ Do:

• Document why user has multi-branch access
• Review multi-branch assignments quarterly
• Train users on filtering for the right branch
• Set up custom filters for each branch they manage

❌ Don't:

• Give multi-branch access "just in case"
• Assign all branches to all CSRs
• Leave multi-branch access after coverage period ends

Helping Multi-Branch Users Navigate

Train users to use filters:

1. Default view shows all assigned branches (can be overwhelming)
2. Use Filters dropdown to focus on one branch
3. Create Custom Filters for each branch
4. Save frequently-used filter combinations

Example Custom Filters for Multi-Branch CSR:

• "Cincinnati Only" - Shows only Cincinnati appointments
• "Detroit Only" - Shows only Detroit appointments
• "Salt Lake City Only" - Shows only Salt Lake City appointments
• "All My Branches" - Shows combined view

For more information, see: Creating Custom Filters

Branch Access Scenarios

Scenario 1: New Location Opening

Situation: Company opens new branch, needs staff assigned

Steps:

1. Administrator creates new branch in system (see: Managing Branches)
2. Identify users who will work at/support new branch
3. Add new branch to their branch assignments
4. Verify users can access new branch
5. Train users on new location specifics

Scenario 2: Temporary Coverage

Situation: CSR needs to cover different location for 2 weeks

Steps:

1. Add temporary branch to CSR's assignment
2. Set calendar reminder to remove after coverage period
3. When coverage ends, remove temporary branch assignment
4. Verify CSR no longer has access

Best Practice: Document temporary assignments to ensure removal

Troubleshooting Branch Access Issues

User Can't See Any Appointments

Check:

1. ✅ Is user assigned to at least one branch?
   • Navigate to User Management
   • Open user profile
   • Check Branches tab
   • Verify at least one branch is checked
2. ✅ Is user assigned a role with Scheduler "View" permission?
   • Check Roles tab
   • Verify role includes Scheduler access
3. ✅ Are there appointments at assigned branch on selected date?
   • User might be looking at date with no appointments
   • Try different date range

Resolution:

• Assign at least one branch if none assigned
• Verify role includes Scheduler View permission
• Check that appointments exist for that branch

User Can't See Specific Appointments

Check:

1. ✅ Are those appointments at a branch user isn't assigned to?
   • Check appointment branch vs. user's assigned branches
2. ✅ Is user using a filter that hides those appointments?
   • Check active filters
   • Switch to "My Branch Appointments" filter
3. ✅ Is user looking at correct date?
   • Verify date/time range

Resolution:

• Add branch assignment if appropriate
• Remove/adjust filters
• Navigate to correct date

User Can See Appointments But Can't Edit Them

Check:

1. ✅ Does user's role include "Edit" permission?
   • Check role configuration
2. ✅ Are appointments in a branch user is assigned to?
   • User can see branch appointments but might not be able to edit based on role
3. ✅ If Field User role, are they trying to edit someone else's appointments outside their branch?
   • Field Users have limited edit rights outside own branch

Resolution:

• Verify role permissions include Edit
• Confirm branch assignment
• If Field User, explain scope limitations
• Consider upgrading to CSR role if edit access needed

User Can See Appointments at Wrong Branch

Check:

1. ✅ Is user assigned to that branch?
   • They shouldn't see it if not assigned (unless Administrator)
2. ✅ Is user an Administrator?
   • Administrators see all branches regardless of assignment

Resolution:

• Remove unwanted branch assignment
• Explain Administrator access includes all branches
• If should be restricted, change role to CSR

Multi-Branch User Overwhelmed by Appointments

Not a technical issue, but common complaint

Solutions:

1. Train user on filter usage
2. Help create custom filters for each branch
3. Set up default filter to show only one branch
4. Consider whether multi-branch access is necessary

Related Article: Using Filters and Custom Views

Related Articles

• Creating and Managing Users
• Understanding User Roles and Permissions
• Managing Branches (Admin)
• Creating Custom Filters

Need Help?

If you have questions about branch assignments or need assistance configuring user access:

Email: support@bluetread.com