Understanding the different ways that Locations can be used in your platform.

Locations are assigned to employee positions as well as rosters. 

If your business has multiple locations or areas, this is a great way to group your employees into a particular roster area or location. i.e. FOH, BOH or QLD.
An employee position must have the same location that is associated with a roster in order to be rostered there. This functionality is one of the primary methods of determining which employees/positions can work on which rosters. In this article we will cover the following:
  • Use cases - different ways you can use Locations in your platform
  • How to add or edit a Location
  • How to add or remove Locations from an employee position
  • How to add Locations to employee positions in bulk
  • How to update the Location of a Roster
  • Reporting options
Want to assign multiple locations to an employee's position? See here!
Use Cases

Locations can be used in a number of different ways.

To understand how locations can be used in your platform, please explore some of the everyday use cases in the tabs below. 

Single Location Location Per Roster Location Per Area (Group of Rosters) Location Per Geographical Area

A single location can be used across all rosters. 

  • Ideal for when only a small number of staff are being managed/rostered.
  • Every staff member can work on every roster.

Add or Edit a Location

You can add or edit locations at any time. To do so, navigate to Platform Settings > Locations.

Add a new Location

  1. Select Add Location.
  2. Enter the name of your new location.
  3. Select the State the location is in.
    • This is used in conjunction with the rates book of your operation. The state set for the location must be used as a Payroll Tax State in the operation you intend to use the location. 
  4. Select Add.

  After adding a new location you'll want to apply that location to employee positions & assign it to a roster. See the below accordions for information in these steps.

Edit a Location

  1. Select the title of the Location you wish to edit
  2. Edit the title if required.
    • Editing the name of the location will update it everywhere throughout the platform.
  3. Change the location state if required.
    • If the location is currently used in an operation that does not have the Payroll Tax State set up you may encounter errors during rostering or payroll. 
  4. Select Save.
Add or Remove Locations from an employee position

Employees can have multiple locations assigned to a single position. Locations can also differ across multiple employee positions. 

To add or remove locations from an employee position:

  1. Navigate to the Employee profile > Employee card > Employment Type.
  2. Edit the position you'd like to update locations for.
  3. Add or remove locations:
    • To add, click into the locations section and select the new location/s required.



    • To remove, select the x against the location/s no longer required. 



    • If the location you'd like to remove is the primary location of a permanent employee, please assign a new primary location. This will remove the initial location.



  4. Select Continue and continue through the position edit menu until complete.
Add Locations to employee positions in bulk

If you need to add a location to multiple employees, doing so in bulk is going to be much faster than individually for each position.

To add locations in bulk:

  1. Navigate to Integrations > CSV Import.
  2. Select Employee Locations from the drop-down menu.
  3. Export Current Employee Locations
    • You can create your own CSV file for upload but this export gives you all the mandatory information you need so it's an easy starting point.
  4. Add the new location/s to the employee positions.
      Refer to the below tips for assistance in working out how to do this quickly and easily.
  5. Ensure the Position Start Date column is in the correct format for the import (DD/MM/YYYY).
  6. Save your CSV.
  7. Back in foundU, select Choose file > Select your CSV fileOpen.

Import CSV.

The new locations will now be added to your employee's positions. 

 

Tips for using the Location Import:

  • You can remove all the existing locations from the export if it's easier to work with. The import will only add new locations, not remove existing ones.
  • Multiple locations can be added at one time. To do so, separate them by a comma and a space (e.g. "Southside Brisbane, Northside Brisbane"). 
  • Remember to filter based on your available data to make things faster. Filtering based on an existing location or position and then applying the location to all the returned results is going to be much quicker than looking through each person manually.
  • You can remove any employees from the CSV file that is not being updated but they're also fine to leave in there. 
  • The Position Start Date column will need to be reformatted before importing. The correct format is DD/MM/YYYY. CSV files will default to D/MM/YYYY. 
  • Don't close your CSV file before the import! You can save the file, leave it open, and do the import. The benefit to this is that if you have to make additional changes (especially if errors are returned) you won't need to redo your date formatting.
Change Location set for a Roster

Every roster has a location set against it during the roster creation. The location specified on the roster is one of the ways that employees can be allowed to (or restricted from) working there. 

Only 1 location can be set for each roster.

To change the location set against a roster:

  1. Navigate to Work > Rosters
  2. Expand the operation so that you can see all rosters within.
  3. Click the settings icon next to the roster you wish to edit.


  4. Click Next twice to get to the third & final step of the edit roster menu.
  5. Click into the location drop-down and select the new location for this roster.

  Note: When changing a roster location, any positions rostered without the new location will end up in an errored state. 

Reporting

There are two different things you can report on in regards to Locations.

  • People - what locations are assigned to which people.
  • Rosters - which rosters have which locations assigned.

People

  1. Navigate to Integrations > CSV Import.
  2. From the drop-down select Employee Locations.
  3. Select Export Current Employee Locations.
  4. The CSV produced will list each employee position as a separate line and will identify each location assigned to each employee position.

Rosters

  1. Navigate to Integrations > CSV Import.
  2. From the drop-down select Shifts.
  3. Select Export Rosters.
  4. The CSV produced will list all the non-archived rosters within your platform, the operation they belong to, and the location assigned to them.
FAQs

Does my location need to be a physical location?

It does not. Locations can be used for anything you like! Some other examples are departments (Sales, Marketing, Admin, etc) or areas inside a venue (Bar, Kitchen, Floor, Gaming, etc).

What happens if the incorrect state is assigned to a location?

The employee can still be rostered and have shifts approved without issue. The errors will appear on the draft payslip page. Without having a Payroll Tax State configured for the Operation that  matches the location, the hours will not flow through to payroll.

To fix this, either change the state on the location or add the Payroll Tax State to the operation. Whichever is most appropriate.

I've added a new location to an employee but they're still not visible on the roster. Why can't I roster them?

Check that the location on the roster is matching what's on the employee position you're trying to roster. If it is, refer to this help article which deals with all of the things to check when employees don't appear on your roster. 

Can I delete locations that I no longer need?

At this stage, no. Only locations that are not in use (on employee profiles or assigned to rosters) can be deleted.