Skip to content
English
Contact us
Website
  • There are no suggestions because the search field is empty.

How can I limit which scans a particular user can access?

This is where Scan Sharing Groups come into play.

When would I use this?

Scan sharing groups let you control which scans specific users can see. Instead of giving a user access to all scans on a project, you can restrict their view to a curated subset - for example:

  • Sharing a pre-construction condition survey with a client.
  • Providing access to monthly scans, but restricting access to weekly.
  • Providing a handover scan or handover pack to a client at project completion.
  • Sharing a single scan or set of scans with a subcontractor to discuss a specific issue.

 

How this differs from scan and scene sharing

Oculo has two ways to share scan data with people outside your core team:

Scan & scene sharing Scan sharing groups
Access method Public link (no account needed) Oculo account required
Who controls access Anyone with the link Admin assigns users to a role
Scope Single scan or scene One or multiple specific scans on a site
Access duration Until link is revoked or expires Until role is changed or removed
Typical use Quick sharing with external parties Ongoing restricted access for clients or contractors

 

Before you begin

Setting up scan sharing groups requires admin access in two places:

  • Account level: User Management Admin - to create permission roles with restricted scan access
  • Site level: Site Management Admin -to create scan groups and link them to roles

 

Note: By default, no accounts have restricted-access permission roles. You need to create them before assigning users.

 

How it works

Scan sharing groups use three components that link together:

  • Permission role (account level) - defines what a user can do and whether their scan access is Full or Restricted
  • Scan group (site level) - a named list of scans linked to one or more permission roles
  • User assignment - a user is given the permission role on a specific site, which determines which scan group they see

The three-step setup process is:

  1. Create a permission role with restricted scan access at the account level
  2. Create a scan group on the site and link it to that role
  3. Assign users to that role on the relevant site

 

Step 1: Create a permission role

Permission roles are managed at the account level, so changes apply across all sites in that account.

  1. Go to User Management → Permissions Management and select your account.
  2. Click Create role.
  3. Give the role a name (for example, Client Access).
  4. In the Data Access column for the Scans permission, choose Restricted. Then set the permission level - for most restricted roles, View only is appropriate.
  5. Optionally enable additional access:
    • 3D view - allows BIM model access and comparisons against accessible scans
    • Issues - allows the user to create and view issues
    • Progress - can be enabled, though note that progress data may be limited if the user can't access all scans
  6. Click Save Template. The role is now available across all sites in this account.

 


Tip: Roles with restricted scan access are marked with an asterisk (*) in the Scan permission column of the Permissions Management screen.

Step 2: Create a scan group on the site

Scan Groups are configured at the site level and define which scans a restricted role can access.

  1. Navigate to the site, then go to Settings → Site Config → Scan Groups.
  2. Click + Create group.
  3. Give the group a name - this is for your reference and does not need to match the permission role name.
  4. Select the permission role(s) that should have access to this Scan Group. You can link more than one role to the same group.



  5. Click Save.
  6. Click Assign scans to open a scan list, and select the scans you want to include in this group from the list, then click Save.

You can update the Scan Group scan list at any time - add or remove scans as the project progresses. Changes take effect immediately.

 

Step 3: Assign users to the permission role

Once the role and Scan Group are in place, assign users to the site with the restricted role.

  1. Go to User Management and find the user you want to assign, or click Add new user.
  2. Select the site you want to give them access to.
  3. Assign the restricted permission role to that user for that site.

  4. Click Add new user.

A user can have different permission roles across different sites - for example, full access on one project and restricted access on another. Access is always scoped to the specific site the role is assigned to.

 

What the user sees

When a user with a restricted role logs in and opens the site:

  • They see only the scans assigned to their Scan Group - not all scans on the site.

  • The floor plan view shows coverage based on their accessible scans only.
  • They can navigate the floor plan and use side-by-side scan comparison as normal.
  • If the 3D view was enabled for their role, they can perform BIM comparisons against their scans.
  • If Issue permissions were enabled, the Issue creation button and Issue module will be visible.
  • Everything else in the platform works the same way - only the scan scope changes.

Important: If a user has been assigned a restricted permission role but no scan group has been created and linked to that role on the site, they will not be able to see any scans.

 

Managing scan groups

Task How to do it
Add scans to an existing group Settings → Site Config → Scan Groups → select the group → add scans → Save
Remove scans from a group Settings → Site Config → Scan Groups → select the group → deselect scans → Save
Add a role to an existing group Edit the Scan Group and select the additional role
Remove a user's access User Management → update the user → remove the role from the site
Change a role's permissions Permissions Management → edit the role → update settings → Save

 

Related articles

 

Need help?

Contact help@oculo.ai if you have questions about Scan Group setup.