Locations

Locations are powerful tools that can be used in various ways. Because of this, businesses commonly overuse or underuse them. 

To help you understand how Locations can be used in your platform and decide how best to use them, please explore some of the everyday use cases outlined in the tabs below. 

As your business expands, you can add new or edit existing Locations within your platform at any time. However, before doing so, we recommend you review and audit your platform for existing Locations and where they are currently assigned.

Contact us: If you need assistance updating or removing existing Locations, our friendly Support Team is here to help. 

Add a new location

To add a new Location:

1. First, navigate to your main menu > Platform Settings > Locations.
2. Select Add New.
   • Enter the name of your new Location.
   • Select the State the Location is in.
     • This is used in conjunction with the Payroll Tax State set in your operation's Card > Financial. The state set for the location must match that set in the operation where you intend to use the location. 
3. Add to save.

After adding a new location, you'll want to apply it to employee positions and assign it to a roster. The sections below provide information on how to perform these steps.

Edit a location

To edit an existing 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.
   
     Please note: If the location is currently used for an operation, you might need to update the operation's financial details. Failing to do so could lead to errors during rostering or payroll. 
4. Select Save to update your changes.

Employees can have multiple Locations assigned to a single position, allowing them to work the same position across various rosters. For employees with multiple positions, the Locations can differ across them, allowing for only certain positions to work on certain rosters. 

To add or remove locations from an employee position:

1. Navigate to the Employee profile > Employee card > Employment Type.
2. Edit the position for which you'd like to update Locations.
3. Add or remove Locations:
   • To add, select into the Locations section and select the new location/s required.
     
   • To remove, select the x against the location/s that are 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 to navigate through the position edit menu until complete.

If you need to add a location to multiple employees, doing so in bulk will be much faster than individually for each position. You can do this by using our Employee Additional Locations CSV Import.

Below, we will cover some of the key items to consider before using this CSV Import, the steps to use it, and the Data Validation used. 

Before you begin

Before using this import to add additional locations, there are a few key items to consider. 

• This import does not allow you to remove any existing Locations currently assigned to employee positions.
• This import allows you to add additional locations for both your casual and permanent employees.
  • Casual employees can have an infinite number of primary locations, and using this import will allow you to add to those.
  • Permanent employees can only have 1 Primary Location, which is used for some reporting purposes. However, this import allows you to add infinite Additional Locations.
• You'll need to have certain information on hand to fill in the CSV File to import.
  • You can gather this information from the CSV Import page by navigating to your main menu > Import/ Export > CSV Import > from the drop-down menu, select Employee Additional Locations > select Export Current Employee Locations and Export Location IDs to download the necessary information.
    • Employee Full Name
    • Employee ID number
    • Employment Type - Casual, Full, Part, and Secondary
      
        Tip: Any additional positions for full-time or part-time employees will appear with the employment type 'Secondary'. 
       
    • Position ID number
    • Position Start Date

    • Location ID numbers

      

Bulk assigning additional locations

If you'd like to use the import to speed up adding additional locations, you can do so for both your casuals and permanent employees in a single import.

To add Locations in bulk:

1. Navigate to the main menu > Import/ Export > CSV Import.
2. Select Employee Additional Locations from the drop-down menu.
3. Download Sample to see how the CSV file should be filled and formatted.
   • Leave the headings in this file, and clear the data to save for future use.
4. Using the information you have gathered from the steps above, fill in the CSV File.
5. Save your CSV, but do not close it.
6. Back in foundU, select Choose file > Select your CSV file > Open.

7. Import CSV to upload and update your employee Locations.

   

Data Validation

When importing data into your platform, the information you add must be correct and properly formatted. 

Below, we have included all the information required for the Employee Additional Locations Import.

  Please note: All items in bold are mandatory fields.

Every roster has a location assigned during 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 to see all rosters within.
3. Select the ellipsis > Edit next to the roster you wish to edit.
   
               
4. From the Location drop-down, select the new Location for this roster.
         
5. Select Save roster to save your changes. 

  Please note: When changing a roster location, any positions that are rostered without the new location will result in an error state.  

Locations can be used in reports to answer 2 different questions. Those are:

• People - What Locations are assigned to which employees?
• Rosters - What Location is assigned to each active roster?

In these situations, you may want access to quickly export and see which locations your employees can currently work at or confirm which Location is assigned to each of your rosters.

People

There are 2 ways you can report on which Locations are assigned to your employees.

• CSV Import/ Export - Export information for approved employees only.
• People page Export - Export information for approved, pending, declined and terminated employees. 

Depending on your circumstances, you may need to audit and add additional locations to your existing active employees. The information on the currently assigned locations can be exported directly from the CSV Import page, where you can also then apply those updates in bulk. 

To export current employee Locations from the CSV Import/Export:

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

Depending on your permissions, you may not have access to the CSV Import page in your platform. However, you can gather the details of your existing and past employees' Locations directly from your People pages. 

To export employee Locations from the People page:

1. Navigate to the People tab and select the relevant page (Pending, Approved, Declined or Archived).
2. Use filters to expand your page size or filter down your view to a select group of employees.
3. Select Bulk Actions > Export All Filtered or Export All Selected.
4. From the Export CSV menu, select the following information.
   • Employee ID
   • Full Name
   • Position
   • Additional Position
   • Location
5. The CSV produced will list each employee position, additional position, and assigned Location/s on a single line.
     Please note: Casual employees with multiple positions will appear within the same column.

Rosters

If your platform has a lot of Rosters, you may sometimes lose track of which Location you have assigned to each. Using the export available to you from the CSV Import page allows you to quickly gather that information in one easy-to-view file.

To export the Locations assigned to your Rosters:

1. Navigate to the main menu > Import/ Export > 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.

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.