Using Groups for Large Organizations

This guide is designed to help Stat Temp administrators scale the platform across large organizations with multiple departments, locations, or divisions. It provides a structured approach for creating groups, managing visibility, configuring users, and establishing consistent notification workflows that result in clean data segmentation, reliable alerting, and minimal rework.

This guide applies whether you're launching a new Stat Temp site or expanding an existing one.

How Groups Fit Into your Stat Temp Architecture

Stat Temp’s system is built on three simple layers.

The Tenant level defines site-wide behavior, including system settings, user roles, the notification library, reporting, and temperature units.

Groups organize the site into logical areas and control visibility—users only see the monitors, sensors, and events within their assigned groups, and sensors automatically inherit their group from the monitor they connect to. Groups can be used in notifications, but their primary function is access and visibility.

At the Device level, monitors and sensors belong to groups and generate the temperature and event data that the system tracks.

What Are Groups?

Groups are one of the most important organizational tools in Stat Temp. They define what users can see, which devices they monitor, and how your site remains clean, organized, and secure—especially in multi-department or multi-facility environments.

What Groups Do

1. Control Visibility

Groups determine which monitors, sensors, and events a user can access.

Users only see devices belonging to the groups they are assigned to.
Admins (and roles with View All) can see the entire tenant and fleet of sensors.
Sensors inherit their group automatically from their assigned monitor.

This keeps departments separated, prevents cross-visibility issues, and ensures users only view the equipment they are actually responsible for.

2. Organize Your Stat Temp Site Into Logical Areas

Groups typically represent:

Departments
Buildings
Clinics
Labs
Storage areas
Programs
Campuses

A well-structured group hierarchy makes your portal easier to navigate, especially at scale.

3. Route Notifications More Efficiently (Secondary Function)

Groups can also be used as recipients in notification chains.

When a group is added to a notification:

Every user in that group receives email/SMS alerts
Adding or removing a user from the group automatically updates all related notifications
Large or rotating teams become easier to maintain

While this is helpful, it is secondary to the group’s primary role of visibility segmentation.

Section 2. Creating a New Group

Creating a group is the first step when adding a new department, location, or storage area to your Stat Temp site. A well-structured group ensures that users only see the devices they are responsible for and that notifications are set up for proper alerting.

How to Create a Group

Click the gear icon in the top-right of your portal.
Select Groups.
Click Create Group.
Enter a group name.
Assign current users who should have access to view this group’s devices.
Add current contacts who should be available for notification routing.
Assign any existing monitors that should belong to this group.
Select which notifications you want to clone for this group.
Click Save.

Everything you configured is created at once when saving the group.

Creating Notifications During Group Creation

Inside the Create Group panel, you will choose which notifications to clone for the new group.

This is an important step because cloned notifications establish the group’s alerting structure.

What Cloning Does

When you clone a notification:

A new notification is created
The group is added to the notification chain automatically
The new notification is named with the group appended in parentheses

Example: Excursion Event Notification (Pharmacy)
All configuration settings (delay, repeat, acknowledgment requirements) are copied identically

Cloning does not assign the notification to any monitor or sensor.

It only prepares the notification for future device assignment.

What to Clone

We recommend cloning:

Excursion Event Notification
Missed Check-In Notification
Running on Battery Event Notification (if used)

Or any custom organizational “defaults” you’ve already established.

What Happens When You Click Save

Once you save the new group:

✔ The group is created

✔ Users are assigned

✔ Contacts are assigned

✔ Selected monitors move into the group

✔ Connected sensors inherit the group automatically

✔ Selected notifications are cloned

✔ The group is added to the cloned notifications’ recipient lists for email and text notifications.

What does not happen automatically:

❌ Notifications are not assigned to monitors or sensors

❌ Individuals are not added to notification chains unless added manually

❌ Thresholds, policies, or device settings are not changed

Saving finalizes the structure—your group now exists with visibility, routing, and cloned notifications ready for use.

Section 3. Configuring and Connecting the Monitor

Before a monitor can begin sending readings or alerting your team, it must be added to your Stat Temp portal and assigned to the correct group. Assigning a monitor to a group ensures the right users can view it, sensors can inherit the correct group, and notifications can be routed appropriately.

You will add the monitor in the portal first, then connect it to Wi-Fi in the next step.

How to Add a Monitor

Click Monitors at the top of your portal

Click Create Monitor (top-right corner)

In the Create Monitor panel, enter:
- Device ID (shown on the monitor’s screen)
- Monitor Name
- Time Zone
Select the Group the monitor belongs to

(Optional) Toggle Audible Alarms ON if you want the monitor to beep for Warning or Critical conditions

Select the power notifications you want assigned:
- Running on Power (optional, informational)
- Running on Battery (recommended)
- Low Battery (recommended)
- Any additional power notifications your workflow requires
Click Save

Your monitor is now created in the portal and ready to be connected to Wi-Fi.

Connect the Monitor to WiFi

Download the app ESP BLE Prov
Open the app
Tap Provision Device

Grant all requested permissions:
- Camera (to scan the QR code)
- Bluetooth (to pair with the monitor)
Scan the QR code displayed on your monitor
Tap Pair to connect via Bluetooth

A list of available Wi-Fi networks will appear
- Select your network and enter the password
- If hidden, tap Join Other Network
Tap Provision
When provisioning completes, tap OK
The monitor automatically restarts and connects to the network.

First, it connects to your network, and bars indicate the connection status.

Then it flashes again after connecting to the cloud, and a cloud icon appears at the top right. Once connected, it takes its first reading. Until then, it displays “Scanning for sensors.”

If there are any issues connecting your Stat Temp monitor, please email Stattemp@gohcl.com

Your monitor is fully online. Complete the setup of any attached sensors.

Section 4. Set up and Configure New Sensors

When a sensor takes its first reading, it will automatically:
Appear on your dashboard
Inherit the group from its connected monitor
Adopt all default sensor configuration rules from System Settings
Use the default naming format:

Monitor Name – Sensor Serial Number

How to Configure a Sensor

Click Sensors at the top
Find the sensor you want to configure

Either:
- Click the three-dot menu (⋮) → Edit, OR
- Click the sensor → Edit in the top-right
  
  Click Sensor Configurations and update the following:
- Name the sensor by clicking the pencil icon at the top of the page.
- Select the correct Environment Policy
- Confirm or adjust Log Frequencies
- Assign your group-specific Critical Temperature, Warning Temperature, and Missed Check-In notifications
Click Save

Repeat for any additional sensors. Bulk Edit is available for large batches.

Section 5. Assign Notifications to Sensors or Monitors

Most customers can begin using Stat Temp immediately without assigning additional notifications. Sensors automatically receive their default notifications, and the system will begin creating events as soon as conditions occur.

You only need to assign notifications manually if:

You created or cloned a new notification
You want to enable Warning Temperature/Humidity
You want to add monitor notifications (recommended, not required)
Your facility uses group-based alerting
You are customizing workflows beyond the defaults

To assign notifications:

Click Sensors or Monitors at the top of the portal
Select the device(s)
Click Edit Selected
Choose the notification for each event type
Click Save

Section 6. Set Up Scheduled Reports

Recommended for compliance, auditing, or daily monitoring.

How to Schedule a Report:

Click the gear icon → Scheduled Reports
Select Create a Scheduled Report
Name the report
Choose report type (any of the 8 available)
Select sensors or groups
Choose date range or dynamic range
Set schedule (weekly or monthly)
Choose delivery format (PDF, CSV, etc.)
Assign recipients
Save

You're Ready to Go

Your new group is now fully configured and ready for day-to-day monitoring. With your group created, notifications cloned, users assigned, monitors added, and sensors configured, Stat Temp is set up to deliver reliable readings and alert the right people when conditions require attention.

From here, your team can simply use the system—reviewing events, monitoring conditions, and responding to alerts as needed. As your organization grows or workflows evolve, you can always return to:

Add new groups
Clone additional notifications
Assign new monitors or sensors
Update routing and escalation paths
Set up reporting for compliance or operational oversight

Stat Temp is designed to scale with you, stay organized, and maintain clear visibility across every department or facility.

If you ever need help or want support reviewing your setup, our team is here to assist.

Welcome to Stat Temp—your monitoring system is officially ready.