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Apolaris AI Docs

Switching site & organization

basic

How site visibility works, why some pages have a site filter, and how multi-organization users switch between their own organizations.

If your business runs more than one location, Apolaris AI keeps every site in one organization instead of separate spreadsheets or disconnected logins. This page explains two related things that people often confuse:

  • Site visibility — which locations you can see and work with (this follows your account automatically; there is no whole-app "site selector").
  • Organization switching — how a user who belongs to more than one organization moves between them.

There is no single top-bar control that scopes the entire app to one location. Apolaris AI does not "lock" the whole interface to one site. Instead, your account already sees the right sites everywhere, and a few pages (like the calendar) add their own optional site filter. The details are below.

How site scoping actually works

Site scoping in Apolaris AI is per page, not global:

  • Most pages aggregate across every site you're allowed to see. Your customers, sales, inventory, and reports already include all of your visible sites. You don't pick a location first — the data is rolled up for you, and managers get the full organization view.
  • A few operational pages add their own site filter. The clearest example is the Booking Calendar: it can show one site at a time. When you open the calendar it defaults to your first visible site, and you can switch the displayed location with the calendar's own site selector. Behind the scenes this is a ?site= parameter on the calendar URL — it changes only what the calendar shows, nothing else on the page or elsewhere in the app.

So picking a site on the calendar does not re-scope your customer list, your reports, or your inventory. Each of those pages decides for itself how to use your site visibility.

If you want to compare locations side by side, use Analytics & Data Explorer. That's where the cross-site roll-up and per-site breakdowns live — not a global site switch.

Who can see which sites

Your visible sites are determined by your account, not chosen from a menu:

Your account Sites you can see
Manager (full domain access) Every site in the organization
Any other staff member The sites linked to your employee record, plus any extra sites an administrator has explicitly granted to your user account

This keeps front-desk staff at one location focused on their own work, while owners and managers keep the full picture. If a location is missing from a site filter, it simply hasn't been assigned to your employee record or granted to your user account yet.

Visibility is set up by administrators — see Employees, users & permissions and Users & privileges. To understand how sites and organizations relate, read Organizations & sites.

Site visibility can't be "switched off" to see more than you're allowed. The site filter on a page only ever lists locations you already have access to, so it can't be used to peek at another location's data.

Working across multiple organizations

Most people belong to a single organization and will never see an organization switcher. It appears only if your user account has been granted membership in more than one organization — common for franchise groups and consultants who manage several separate businesses.

When you belong to multiple organizations, an organization switcher (a small dropdown) appears in the top bar, next to the page title. It lists your current organization plus the others you belong to.

Switch to another of your organizations

  1. Find the organization dropdown in the top bar (it shows your current organization's name).
  2. Choose the organization you want to work in.
  3. Apolaris AI switches your active organization and returns you to the dashboard.

After the switch, every page you open belongs to the new organization, and your site visibility (above) applies within it. Apolaris AI does not auto-select a site for you — it simply changes which organization is active, and each page handles site scoping on its own as described earlier.

Switching your active organization changes the context for your whole session, not just the current page. If you were mid-task in one organization, finish or save first — after switching, pages reflect the newly selected organization.

What you can switch between

You can only switch between organizations your account already belongs to. The dropdown never exposes other businesses on the platform. If an organization you expect is missing, ask an administrator to add your account to it.

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