A record group is a named set of outlets or records, for example a province with its cities beneath it. Groups can have a parent, so a tree such as Gauteng → Johannesburg, Tshwane shows each child directly under its parent. Groups decide who sees what: a representative or surveyor assigned to a group works with that group's records only.
Create a group with a name (the key is derived from it) and, optionally, a parent and the office's latitude and longitude, which is used to build efficient visit days. Edit renames or moves a group. Delete is blocked while a group still has children or assignments.
External parties (under Team) are the client's people: representatives who raise queries, and sign-off approvers who rule on queries referred to them. Each has a type, an optional access window, and the groups they are assigned to. See The rep app.