Overview
With the edays system, companies can create different working locations to gain a better understanding of the flow of staff between company sites, as well as monitor hybrid staff activity.
Step-by-step Guide
To enable working locations, first decide which configuration level you would like to apply the working locations on (global, template, user). If you are enabling this at a global level, please follow the steps below.
- Select 'Admin Tools' then 'Admin Panel'.
- Select 'Global' them 'System Setup'.
- Scroll down to 'Additional Settings'.
- Tick the box next to 'Enable Working Locations'
- Select 'Save' at the bottom of the page.
To create working locations once enabled, please follow the steps below.
- Select 'Admin Tools' then 'Admin Panel'.
- Select 'Global' then 'Working Locations Setup'.
- Select '+Add New'.
- Input the details as needed.
- Select 'Save' at the bottom of the page.
To enable working locations for users applied to a specific template only, then please follow the below.
- Select 'Admin Tools' then 'Admin Panel'.
- Select 'Templates' then 'User Templates'.
- Source the template you wish to enable working locations for.
- Click the blue 'Edit' button on the same line.
- Scroll down to 'Additional Settings'.
- In the drop-down list next to 'Enable Working Locations' select 'Yes'.
- Select 'Save' at the bottom of the page.
To enable working locations for specific users, then please follow the below.
- Select 'Admin Tools' then 'Admin Panel'.
- Select 'Users' then 'Users'.
- Source the user in question.
- Click the blue 'Edit' button on the same line as their name.
- Select the 'System' tab.
- Scroll down to 'Additional Settings'.
- In the drop-down list next to 'Enable Working Locations' select 'Yes'.
- Select 'Save' at the bottom of the page.
Edays Recommendation: Assigning pastel colours to the working locations will contrast well against the greyscale background.
If you wish to edit the name, the colour assigned or the description of a working location, click edit next to the working location when in the admin panel. Working locations that are in use cannot be deleted, so they can still be reported on. If a working location has never been used, it can be deleted. A ‘delete’ button will appear in the delete column if a working location can be deleted, if the option does not appear this indicates the working location is in use.
To view the working locations, click the working locations button at the top of the calendar, which will toggle the working locations view and where the defaults and overrides become visible. The absence key has been updated to include working locations if the calendar is toggled to show working locations. All location records will display in the calendar (with absences taking priority), so it is possible for an override to display a tooltip when an absence covers that location. To review how to book a working location, please see the booking working locations or booking hybrid working from home locations guide.
There is no authorisation required for these bookings currently, and no emails are sent out to any parties for you. Please note that working locations also cannot be removed from a users' calendar, so once placed they can only be overwritten by another working location and not deleted.
Example Configuration
Ott & Grant is creating working locations for their sites in the Netherlands, Germany, and Spain. So far, they have created Amsterdam, Barcelona, Berlin, Frankfurt, and Madrid. They need to create a location for their Rotterdam site. To add a new working location, they would select the ‘add new’ button at the top of the page under the main admin panel banner.
In the name section, they enter ‘Rotterdam’, selected a light orange to represent the site and then input a description into the site. The description will be visible on the booking form itself, so all users will be able to see this. Once they are happy with the set-up, they select save to submit it.
After they select save, a green banner appears at the top of the page to indicate that the working location has been updated. If they wish to make any changes, they can select the edit button next to the newly created working location.
Ott & Grant also monitor staff who are working from home, so they can create an individual working location in addition to their physical business premises.
Once they select save, the new 'Working From Home' will appear alongside the country locations previously configured.
Related Guides:
Booking Hybrid Working Locations
Working Locations Poster:
Click below to download a handy poster you can use to promote working locations throughout your organisation: