Employees working at multiple locations

Roster employees across multiple rosters with different locations

The location serves as the link between an employee's position (pay rate) and the rosters where they can be rostered for shifts.

Each roster can be assigned only one location, though the same location can be linked to multiple rosters or just one, depending on how your platform is set up.

Employees, on the other hand, can hold multiple locations, allowing them to work on any roster associated with the locations listed in their position, even across different Operations. This offers greater flexibility in rostering. 

In this article, we will cover the following:

• Enable the setting to allow employees to work at multiple locations on your platform
• Apply additional locations to employee positions
• Rostering tips for employees with multiple locations

  Keen to learn more about how you can use Locations? Refer to our article on Locations, here!

Additional locations setting (permanent employees) 

If your business has multiple locations, you can assign casual employees right from the start — no extra setup needed. The same goes for any additional positions you assign to your permanent employees.

For your permanent employees, you can allow them to be assigned to multiple locations for their primary position.

This setting is turned on by default. If you prefer your permanent employees to work at only one location, you can turn this off — keep in mind that this change will affect your entire platform. 

To disable multiple locations:

1. Navigate main menu > Platform Settings > System Settings.
2. Locate the 'Allow permanent employees to have multiple locations' setting and set it to 'No'.
   
   

   

     Hot tip: Use CTRL/CMD+F to search for the setting.
3. To save your changes, scroll to the bottom of the page and select Save Settings. 

Adding multiple locations to positions

You can add additional locations to an employee's position at any time. This might be because you've just added a new location to your platform and need to assign it to your employees, or because you want to update a specific employee so they can work on more rosters.

Just to make sure, when adding locations, you are allowing that position to be rostered on any additional rosters at the same pay rate and under the same rules. If you need to roster an employee at a different pay rate (e.g., for higher duties), in that case, you can add additonal positions to the employee's profile that can either use the same or different locations.

How locations are added may vary slightly depending on the position type. We will explain these key differences below. 

• • Causal & Additional Positions - To add multiple locations for your casuals or any additional positions for your permanent employees, simply edit the existing position and select each additional location in the Location field. 
    
    

    
    
    

  • Primary Positions - To add multiple locations for a primary position for a permanent employee, edit the existing position and add each additional location in the Additional Locations field. 
    
    

    
    
    

  • Adding multiple Locations in Bulk - Adding positions to your employees can be done in bulk using the Employee Additional Locations CSV import. This can be done for casual, primary and additional positions. 

Rostering employees who work at multiple locations

If you've got employees working at different locations, here are some handy tips to keep in mind. These can help you build your rosters more effectively and avoid mix-ups or double-booking shifts.
 

• • Viewing Shifts - In your Display Settings, enable the 'Show external shifts' option. This will allow you to see if an employee is already rostered elsewhere, even for rosters managed by other admin users. 
    
    These shifts will appear in light blue, with a jagged border. You can hover over them to see which roster they are rostered against.
    
    
    
    
  • Shift Errors - If you try to roster an employee who is already assigned to work another shift, you will see a Conflict error. This will need to be resolved by either editing the shift times or reassigning the shift to another employee. 
    
    Shifts with a Conflict error cannot be published until they have been corrected.
    
    
    
    
  • Filter your Rosters - If you have access to multiple rosters, even across multiple Operations, you can use the Filter option to view multiple roster locations at once. This is useful if you use multiple Rosters simultaneously.
    
    You can choose which rosters to view, but only those you have access to. Use the 'Show external shifts' filter to view shifts on rosters managed by other admin users.