Home / Solutions / Multi-branch teams
Multi-branch teamsDocument management across branches, in one repository
ScanPix handles document management across branches with one repository, instead of a filing cabinet at every location. Staff at each branch capture bills, delivery notes and customer forms on their phones, the documents land in a shared team space, and head office searches them the same day. Roles decide who can manage records and who can only add them.
Records scattered across branches
Every branch keeps its own paper: supplier bills in one drawer, signed delivery notes in another, customer forms wherever the counter had space. When head office needs a document, someone phones the branch, someone else photographs it, and it arrives on WhatsApp with no name. Month-end is a courier run, and the file that matters is always at the other location.
"Can you send me that bill?"
Head office depends on a phone call and a photo for every document that lives at a branch.
A cabinet at every location
Each branch files differently, so the same kind of record is stored five different ways.
Month-end courier runs
Papers travel between offices for audits and approvals, and some never come back.
One repository, role-based
Every branch adds to the same shared space. Everyone works from the same current copy.
Branch staff capture on their phones
A clean, straightened page from any phone at the counter or on a delivery. The key details are read and filled in, and stay editable. Scanning & capture →
Filed the same way everywhere
Shared folders, categories and document types for the whole team, plus a Branch field, so a bill from any location is filed the same way. Document management →
Head office finds it the same day
Search the whole team space by document name or by the words inside a document, from the web or a phone, instead of phoning the branch. Data extraction →
Roles for who can manage what
Make people owner, admin, manager or member. Members add and view team documents; managers and above can also remove them; only the owner invites people and changes roles. Teams & roles →
Branch staff capture, the office finds
Set up one team
Create the team, add a Branch field and the folders every location will use, then invite staff from each branch.
Capture at the branch
Staff photograph bills, delivery notes and forms on their phones, fill in the Branch field, and save to the team space.
Find it from anywhere
Head office searches the whole team space, and every document is already named and filed.
Who sees what
Documents in the team space are visible to everyone in the team, and each person keeps a private personal space that nobody else can see. People outside the business see only what you share with them by link. ScanPix does not split permissions branch by branch: a Branch field keeps records organised, but every team member can view team documents. If a branch must keep its records apart, it can run as a separate team with its own owner, such as the branch manager. Team documents can also be stored in the business's own Google Drive, Dropbox, OneDrive or S3 bucket.
- Team space: visible to every member of the team.
- Personal space: private to each person.
- Outside the team: only what you share by link.
- A separate team, with its own owner, for a branch that must stay apart.
Why multi-location businesses choose ScanPix
Records stay with the business
Documents live in the team space, not on a staff member’s personal phone, so they stay when people move on.
Your storage if you want it
Point new uploads on the web at the business’s own Google Drive, Dropbox, OneDrive or S3.
Private by default
Encrypted in transit and at rest, visible only to the people you choose, never sold.
Phones at the branch, web at the office
iOS, Android and the web share one account and stay in sync.
Frequently asked questions
How do I manage documents across several branches?
Put every branch in one ScanPix team. Staff capture documents on their phones into the shared team space, a Branch field records where each came from, and head office searches the whole repository from the web or a phone.
Can I stop one branch from seeing another branch’s documents?
Not inside one team: every member can view team documents, and roles control who can remove them and who can invite people. If a branch needs its records kept apart, it can run as its own team, owned by someone at that branch such as the branch manager.
What can each role do?
Members can view and add team documents. Managers and admins can also delete any team document. Only the owner can invite people or change roles. Anyone can leave a team themselves.
Can the business keep the files in its own storage?
Yes. Connect Google Drive, Dropbox, OneDrive, an AWS S3 bucket or an S3-compatible service in Storage settings, and pages added on the web are written to that account.
Other ways teams use ScanPix
- Secure data centralisationCentralise your team's documents into one secure, encrypted repository — captured from any phone, searchable, role-controlled, and private to you.Read more →
- Small business & freelancersScanPix for small businesses and freelancers: digitise your products, build branded catalogues, keep records organised, and share over WhatsApp.Read more →
- Document collectionClient document collection software built on one link: clients upload from their phone with no app to install, and each file lands labelled in your inbox.Read more →
One repository for every branch
Start free on iOS, Android and the web. No card required.