Who this guide is for:
System Administrators (Requires ‘System Admin’ role permission).
Overview
This guide explains how to enable, create, and manage working locations in the system to track staff movement across sites or hybrid work arrangements.
How Working Locations Work
Working locations let you monitor where employees are based (e.g., office sites, remote work). This helps with:
- Reporting on staff distribution.
- Managing hybrid or multi-site workforces.
- Overriding default locations for individual users or groups.
How to Set Up Working Locations
1. Enable Working Locations (Global Level)
- Go to Admin Tools > Admin Panel.
- Select Global in the left-hand menu.
- Click Working Locations.
- Tick Enable Working Locations.
- Click Save (top-right).
To view the above GIF better, right-click and click on 'Open image in new tab'!
2. Create a New Working Location
- In the Working Locations tab, click + Add new in the top right corner.
- Enter:
- Name (e.g., "Rotterdam").
- Colour (pastel recommended for visibility).
- Description (visible to users when booking).
- Click Save in the top right corner.
To view the above GIF better, right-click and click on 'Open image in new tab'!
(Optional) Enable for Specific Templates or Users
For a User Template:
- Go to Admin Panel > User Templates.
- Select the template and click Edit.
- In the Enable Working Locations setting dropdown select Yes.
- Click Save Template.
For Individual Users:
- Go to Admin Panel > Users > User Overview.
- Find the user and click Edit.
- In the Enable Working Locations setting dropdown select Yes.
- Click Save User.
Additional Information
Key Terms
- Global: Applies to all users.
- Template: Applies to groups of users.
- User: Applies to individual users.
Permissions & Prerequisites
- Requires System Admin access.
- Working locations in use cannot be deleted (only unused ones can).
Tips & Best Practices
- Use pastel colours for better visibility on the calendar.
- Add descriptions to clarify location purposes (e.g., "Rotterdam – Main Office").
- Reminder: Changes at the Template or User level override Global settings.
- Pro Tip: Use the search function within the platform to quickly find features or settings.
Important Notes
- No authorisation or notifications are sent for location bookings.
- Locations cannot be deleted once logged—only overwritten with a new location.
Example Configuration
Company: Ott & Grant
Goal: Add a new site (Rotterdam) and track remote work.
- Created "Rotterdam" with a light orange colour.
- Added "Working From Home" as a separate location.
- Enabled for relevant templates (e.g., "Netherlands Staff").
After saving, the locations appear in the calendar view, with absences prioritised over location displays.