How to Manage Site Access Using Reports

Overview

XMP gives you two ways to manage site access: through the dedicated Access Tasks area, or directly from a Live Report. For most teams, the report-based approach is more efficient — you can track access status alongside your project milestones with all site data in one report view.

Setting Up Your Access Report

Add these columns to your Live Report to manage access without leaving the report:

Next Scheduled Start Date

This column shows the date of the next job booked for each site, so you can see at a glance which access requests are most time-sensitive. You can also right-click the date and select Open to jump directly to that schedule entry.

Access Notes

This column can be used to show site access instructions — gate codes, contact details, restrictions — and can be edited inline from the report. Any changes you make save back to the site record and also appear in the Access Tasks view, so both views stay in sync.

Tracking Access Status with Milestones

Use access milestones with status options to track where each site is in the access process. Common statuses include:

• Access Requested — raised but not yet confirmed
• Access Confirmed — confirmation received, ready to proceed

To group access milestones together in your report, flag them as Access Milestones in the milestone settings. This causes them to appear in the Access section of the schedule entry as well.

When to Use Access Tasks

The Access Tasks area (go to Main Menu → Tasks → Access) is most useful if you prefer a task-list view for managing outstanding access items across multiple sites and projects. Use the Hide Closed filter to focus only on access that still needs attention.

Both approaches read from the same underlying data, so you can use them together if you prefer.

Next Steps

To understand how access milestones connect to jobs, see How to Book Work in the Schedule.