Overview
A department is a working arrangement across several Mobaro features. Use User Groups for the people, Location membership for workplaces, permission folders for Checklist maintenance and Schedules for the work.
This guide brings those choices together. It is useful when a team should manage its own content while sharing some Locations with other departments.
At a glance |
|
Who can do this | Super Users coordinate initial setup; folder Administrators and delegated Roles can maintain their permitted areas. |
Where | User Groups, Locations, Checklists and Schedules |
Works on | Backend (web) |
Availability | All organizations |
💡 Why this matters: Separating the team’s people, workplaces and editing responsibilities makes the arrangement easier to maintain as the department grows.
Map the department’s responsibilities
Responsibility | Configure it with |
Team membership | User Groups |
Access to workplaces | Location or Location Group membership |
Maintain selected Checklists | Checklist permission folders |
Perform and review work | Schedule assignees and reviewers |
Administrative actions | Roles |
For example, create a Catering team and a smaller Catering content editors group. A person can belong to both. Use separate groups only where their responsibilities differ; see creating and managing User Groups.
Configure the department
1. Give the team Location access
Add the department’s User Group to the Locations where its members work, directly or through the intended Location Groups. Shared workplaces can include more than one team. See Location membership.
2. Create the content workspace
As a Super User, open Checklists › Toggle Permission Folders and create a top-level folder for the department. Add the content editors as Editors. Give Administrators to the smaller group responsible for creating content and managing the folder. Folder roles apply to sub-folders too.
Move the relevant Checklists into the folder using Move. You need administrative rights on both the selected Checklists and the destination. See Checklist permission folders for the complete workflow.
3. Check the department’s Roles
Review any organization-wide Checklist permissions before relying on the folder boundary. Checklists › Modify allows editing across the organization; a folder does not take that permission away. Use Roles for administrative actions that the department actually needs.
4. Assign the work
In each relevant Schedule, add the working team under Assigned to (Users/User Groups). Add the intended reviewers separately. For a shared Location, this is where you decide which team receives each scheduled Checklist.
Make the workspace easy to use
Use Checklist Categories and the Checklist’s Folders labels to help staff find work in the app. These are separate from Backend permission folders. See Checklist settings.
If the team needs a shared dashboard, share its Dashboard Template with the department’s User Group. Check a regular member’s view as well as an editor’s view before the rollout.
ℹ️ Note: Membership of a User Group does not automatically grant every administrative permission. Roles, folder access, Location membership and Schedule assignments still serve separate purposes.
Best practices
Use groups named for responsibilities rather than individual people.
Keep department editing access in permission folders when broad Checklist access is unnecessary.
Review both working-team and editor-group membership when someone changes roles.
Frequently asked questions
Can two departments use the same Location but receive different Checklists?
Yes. Give each team the required Location access, then assign each Schedule to the intended team. See how access works.
Can I give a department editor access to only its own Checklists?
Yes. Use a permission folder and avoid organization-wide editing permissions that would extend that access. See Checklist permission folders.
Why are destination folders greyed out when I move a Checklist?
You need administrative rights on the destination folder as well as the Checklist. A Super User or folder Administrator can arrange the move. See moving Checklists between permission folders.