What are Locations
Locations are the ways to sort and identify your business's workplaces by their geographical location.
Setting up your Locations properly ensures team members can reliably clock in/clock out via the Deputy mobile app and helps deliver the right schedules and communications to the right teams.
You can read more about how Locations fit into your business in Organizations, Locations, and Areas Setup.
Who can create Locations
Users with System Administrator and Advisor access levels can add Locations at any time. There is no cost associated with adding extra locations.
How to add a new Location
When you first set up your Deputy account, a default location is automatically created. After setting up your initial location, you might like to use the duplicate location feature to save time in setting up other locations.
1. To configure your organization's locations, click on Locations in the top navigation bar.
2. Click Add Location to add a new site or location.
3. Give your location a name and enter the address. This is an important step if your team members will be clocking in via the Deputy smartphone app or if the business will be enabling geofencing in Deputy. You can also set what day of the week your schedule starts in this location. Click Next.
4. Enter the Areas of work you create schedules for. Areas will commonly be the job roles, teams or departments that will work together at the Location.
You can always edit or add to these Area names later if you want to change them. Click Next.
5. You now have the option to add team members.
If any of the following situations apply to you:
- You'll be importing team members from payroll
- You'll be uploading team members in bulk via spreadsheet
- You'll be using Deputy HR onboarding
- You already have team members in Deputy working at another location, OR
- You're not ready to invite team members just yet
skip this step and click Add location. When you're ready, head to the People tab and follow this guide to add team members later.
Alternatively, you might want to add team members now if any of the following apply to you:
- You have a small team
- You're ready to start scheduling or setting up pay rates for team members, OR
- You want to invite team members to get familiar with the app
Note: The 'Send invitation email' toggle is ON by default. To invite team members to use Deputy, you'll need to enter a valid email address. Turn the toggle OFF if you're not ready to invite team members yet.
6. Once you are ready, click Add location and Deputy will create your new location in your account.
How to edit an existing location
System Administrators, Location Managers and Advisors are able to edit existing locations.
1. To configure your organization's location settings, click on Locations in the top navigation bar.
2. Click Edit Settings to configure the location.
3. Click on General from the list on the left to set or edit:
- Location name
- Location code (a short code between 3-6 characters used to identify Locations in reports, timesheets and printed schedules)
- Location address
- Location time zone
- Operating hours and days
- The option to default "Closed" days as non-working days for leave requests from employees assigned to this location
- The option to default public holidays as non-working days for leave requests from employees assigned to this location
- The option to include Location Notes and attachments that will be made visible to team members when scheduled on a shift in this location.
Note: If you have enabled geofencing for team member clock in/out, you'll want the red pin on the map to be as close to the intended clock in/out location as possible. To move the pin on the map, click Adjust pin and then click on the map where you want the pin to drop.
4. Click on Areas from the left menu to see all the areas currently set up for this location. You can rearrange the Areas by dragging and dropping them on this settings page. The order you set here will be reflected on the Schedule page.
Click Edit to edit each area's settings individually.
- Area names
- Area colors (assists when scheduling)
- Training requirements to work in this area
- Preferred team members for this Area
Click Advanced Area Settings to set or edit:
- The physical address of the Area (if different from overall Location address)
- Whether shifts scheduled in this area count towards worked time (useful for on-call shifts, for example)
- Area export codes for exporting to payroll
5. You can also configure the Scheduling settings and Timesheet settings specific to this Location.
Search for a Location
If you have many locations in your organization, you can use the search field to type the location name and narrow down the list of Locations displayed.
To further filter the list, you can click on Filter and select whether to display Active locations, Archived locations or both in the location list.
Watch a video on customizing your Location's general settings
Tips and tricks
-
Entering the Location's operating days and hours accurately assists with Smart Scheduling and Leave Management.
-
Entering the business address and location pin as accurately as possible will ensure the Locations page is easy to navigate, and ensures that team members are able to clock in via the Deputy mobile app accurately.
-
List every area that a team member can work in to allow for full coverage of all your business.