Adding Locations & Teams

Setup Locations and Teams in your business for Scheduling and Reporting

Updated over a week ago

Locations and Teams make it easy to group staff. This helps you to visualize and filter your employees in the workforce.

Locations contain information about physical locations such as addresses.

Teams identify the different groups of employees within a location. You can also use teams to represent roles or activities.

Teams Groups allow for teams to be grouped within a location. These groups can be used during scheduling and reporting.

Creating a Location

  • Short code is a short version of your location name e.g. for 'Sydney' you might use 'SYD'. This makes your location easy to identify on schedules and timesheets.

  • Address shows your location on a map. It's used by to display accurate weather. If you enable remote clock-ins, you can also compare the location of the employee at the time they clocked in. If the address isn't relevant, you can enter a region or city.

Locations also have optional fields including Holiday Region, Business Hours, and Timezone. These fields are only required if your locations vary in these details. Details entered into Location settings override organization settings.

Create a Team

A 'Team' falls underneath a Location and is used to reflect the different areas an employee can work in. Typically they reflect different cost centers for the business. For example, if my Location is a restaurant, my teams may be Bar, Reception, and Kitchen.

To create a Team, head to Workforce > Teams > Add > Team. Specify the team name, color, Staff (who can work in the team), and Managers.

Teams also have optional fields, including:

  • Payroll cost tracking code. Use this field if you need to associate wages to different areas of the business when data is sent through to payroll. The same code can be used on multiple teams.

  • Documents (Qualifications). Use this field to specify if a qualification is required in order to work in this team. For example, you may require an RSA to work in the Bar team. If a qualification is linked to a team and the staff member is not confirmed to have this qualification, they will not be able to be scheduled into this team.

  • Worked shift details: This field can be used to communicate extra detail about the shift; typically the role the staff member will act on that day. Using our restaurant example again, shift details for the Bar Team may be 'Bartender' and 'Glassy'. As shift details are associated with teams, they should be used to reflect information that is relevant to all staff in that team. Shift details only appear on schedules/schedules, whereas Locations and Teams also appear on timesheets and reporting.

Creating Team Groups

A "Team Group" is an optional attribute that can be assigned to 2 or more teams to link those teams in scheduling and reporting.

Team Groups are a feature flag that needs to be turned on. This can be done by firstly hovering over Settings > Feature Management, and toggling the Team Groups option.

The next step is to select Workforce > Teams and select a team. You can then scroll down to the Team Groups heading, and simply enter the desired name and save.

In order to add the Team Group to other teams, simply select the required team from the Locations & Teams page, select the relevant team group from the dropdown option, and save the team.

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