Locations represent the physical workplaces where your team operates. Each location has its own address, schedule, areas of work, and team members.

Setting up locations accurately affects how team members clock in via the mobile app, how geofencing works, how scheduling is handled, and how timesheets are organised for export.

Before you read

• Target audience: This article is for users with Location Manager, System Administrator, or Advisor access.
• Plan restrictions: This article is only for customers who purchased the "Rostering by Deputy with Xero" through their Xero subscription.

System Administrators and Advisors can add new locations. System Administrators, Location Managers, and Advisors can edit existing location settings. There's no additional cost for adding locations.

This article covers:

• How do I add a new location?
• How do I edit location settings?
• How do I manage areas of work?
• How do locations connect to Xero?

How do I add a new location?

System Administrators and Advisors can add new locations at any time. There is no additional cost for adding locations.

1. Click Locations in the main menu.
2. Click Add Location.
3. Enter a location name and address. Note: this is the address used when geofencing is enabled.
4. Select the day of the week your schedule starts at this location, then click Next.
5. Enter the Areas of work for this location. Areas are typically job roles, teams, or departments. Click Next.
6. Skip the team member step. For "Rostering by Deputy with Xero" accounts, always use the Add from Xero button on the People tab to import team members. This links their Xero payroll ID and leave balances correctly.
7. Click Add Location.

Tip: If you are adding a location similar to an existing one, use Duplicate Location to copy the settings and areas.

How do I edit location settings?

System Administrators and Advisors can change location settings for all locations, and Location Managers can do so for the locations they manage. Each location has its own Scheduling and Timesheet settings that you can configure independently. These control how schedules are built and how timesheets are processed at each location.

1. Click Locations in the main menu.
   • If you have many locations, use the search field to find a specific one by name. Click Filter to switch between viewing active locations, archived locations, or both.
2. Click Edit Settings next to the location you want to change.
3. In the General tab, you can update the location name, address, time zone, and operating hours.
4. Make sure the map pin is as close as possible to the actual clock-in location when using geofencing. Click the Adjust pin to move it.
5. Click Save after making changes.

How do I manage areas of work?

You can manage the specific roles or departments within a location from the Areas tab.

1. From the location's Edit Settings menu, click the Areas tab.
2. Drag and drop areas to reorder them. This order appears on the Schedule page.
3. Click Edit on any area to change the:
   • Area name
   • Area colour (helps when scheduling)
   • Training requirements to work in this area
   • Preferred team members for this area
4. Click Advanced Area Settings to set a different physical address for that area or add export codes for payroll:
   • A different physical address for the area (if it's not at the main location address)
   • Whether shifts in this area count towards worked time (useful for on-call shifts)
   • Area export codes for payroll export

How do locations connect to Xero?

Every location in your Deputy account connects to the same Xero organisation that was used to subscribe to Deputy. Once you import team members from Xero, you can assign them to any location. Timesheets from all locations are then exported back to that single Xero organisation.

You cannot connect different locations to different Xero organisations. If your business uses multiple Xero organisations — for example, separate entities with different ABNs — each one needs its own Deputy subscription through Xero.

If you previously used Deputy Embed, your account was limited to one location. This restriction no longer applies. You can now add locations to match your business, such as a second shopfront, a new venue, or a satellite office. Your existing location, team members, and data will stay exactly as they are.

Tips for location setup

• Operating hours: Enter these to reflect the standard hours your team works, not necessarily your opening hours, as they are used for employee scheduling information and they help with smart scheduling and leave management.
• Addresses: Use precise addresses and map pins so team members can clock in reliably via the mobile app.
• Area coverage: Create areas for every role or team that needs a schedule to improve your reporting.