Advanced: Location Management

For users who already know the basics — this guide covers multi-team location setups, the relationship between locations and events, publishing mechanics, and how locations appear in reports.

Multi-Team Locations

A location can host multiple teams, and this is where the scheduling grid becomes powerful. Each team forms a separate row on the location's schedule, so you can manage different departments or roles at the same site without overlap.

For example, a restaurant location might have teams for "Kitchen", "Service", and "Bar". Each team has its own shifts, its own members, and its own team leader. The schedule grid shows all three side by side, making it easy to spot coverage gaps across the whole site. Team leaders receive notifications only for their own team's shifts, even though all teams share the same location.

When assigning employees to shifts, the picker shows members of the relevant team first. If an employee belongs to multiple teams at the same location, they can be scheduled across teams — but watch for shift conflicts, which the system flags automatically.

Locations and Events

Locations can exist independently or be linked to an event. Understanding the difference prevents confusion.

Standalone locations (no event link) are your permanent sites. They appear in the main Locations list, have their own schedule tab, and persist indefinitely. Use these for offices, warehouses, and any site where work happens on a regular basis.

Event-linked locations are created during the event wizard. They belong to the event and are managed through the event's detail page, not the main Locations list. When the event is archived, the location goes with it. If you link an existing standalone location to an event, the location remains standalone but gains a reference to the event — it does not disappear from your Locations list.

The canton assigned to a location determines which public holiday rules apply to shifts at that site. This matters for payroll calculations — a shift on 1 August at a location in Geneva uses Geneva's holiday rules, even if your organisation is headquartered in Bern.

Publishing and Unpublishing Schedules

Each location's schedule has a publish state that controls what employees see. When unpublished, only managers can view and edit the shift grid. When published, all assigned employees see their shifts in their personal view.

Publishing applies to the entire location schedule — you cannot publish individual shifts while keeping others hidden (unless the event has auto-publish enabled). This is intentional: it prevents employees from seeing a fragmented, half-built schedule.

Best practice for weekly planning: build the full week's shifts on Monday morning, review with team leaders, then publish the whole location in one action. If mid-week changes are needed, you can edit published shifts — employees are notified of changes automatically.

Locations in Reports

Time tracking and shift data are always tagged with the location where the work happened. This means you can filter reports by location to answer questions like "How many hours were worked at the Zurich office last month?" or "Which location has the highest overtime?"

If a location is linked to a client, reports can also break down billable hours per location, which is useful for client-facing time summaries. The canton assignment ensures that holiday surcharges and regional rules are calculated correctly in payroll exports.

Related Guides

• Modules-Standorte — basic setup and daily workflow
• Tips-Standorte — quick wins for location management
• Advanced-Events — how event-linked locations work within the event wizard