Locations and Teams are used for scheduling and reporting purposes to differentiate the different areas of a business.
Create a Location
A 'Location' can be used to reflect different groups within a business. Typically this would be used for different physical locations, but could also be used to reflect different jobs, clients, or events to name a few examples.
To create a Location, head to Workforce > Teams > Add > Location. From here, give the location a name, short code (how it will be displayed on the roster), and address. The address is used to visually display the location on the map and show weather conditions for that location on the roster. If Address isn't relevant to an area of work, you can make it generic (e.g Queensland, AUS).
Locations also have optional fields including Holiday Region, Business Hours, and Timezone. These fields should only be used if you have multiple Locations that vary in these details. If all locations have the same business details, these should be configured in Organisation settings rather than Location settings. Any details entered into Location settings will override Organisation settings.
Create a Team
A 'Team' falls underneath a Location and are used to reflect the different areas an employee can work in. Typically they reflect different cost centres for the business. For example, if my Location is a restaurant, my teams may be Bar, Reception, and Kitchen.
To create a Team, head to Workforce > Teams > Add > Team. From here, specify the team name, colour, Staff (who can work in the team) and Managers (who can create rosters and approve timesheets for the team).
Teams also have optional fields, including:
- Payroll cost tracking code. Use this field if you need to associate wages to different areas of the business when data is sent through to payroll. The same code can be used on multiple teams.
- Qualifications. Use this field to specify if a qualification is required in order to work in this team. For example, you may require an RSA to work in the Bar team. If a qualification is linked to a team and the staff member is not confirmed to have this qualification, they will not be able to be rostered into this team.
- Shift Details: This field can be used to communicate extra detail about the shift; typically the role the staff member will act in that day. Using our restaurant example again, shift details for the Bar Team may be 'Bartender' and 'Glassy'. As shift details are associated with teams, they should be used to reflect information that is relevant to all staff in that team. Shift details only appear on rosters/schedules, whereas Locations and Teams also appear on timesheets and reporting.