Setting up locations

With Plus-level products you can set up and organize your users into locations. You can then filter lists by location, to help you more easily find the users you’re looking for.

You can create a flat set of locations or a hierarchy of locations, up to seven levels deep. For example, you could create groups named Europe, North America, Asia, and then include sub-locations under each.

Each user can be assigned only one location in their user profile.

For Enterprise-level customers, locations are just one of four possible customizable group types you can organize your users into; the other three types are divisions, service centers, and cost centers. You can set up and rename these group types, then assign them to users to reflect your company’s organizational structures. Refer to Setting up user groups for more information.

Filtering and limiting access by location

Once users are assigned to locations, you can filter many lists by location. For example, project managers can filter by location when creating project teams and payroll managers can filter timesheets by the user's location. Reports can also be filtered by location.

For Enterprise-level customers, locations can also be used to limit which employees a user can access.

Creating locations

To create a location:

  1. Go to Administration > Employees and Organization > Locations.
  2. Click the Add Location button, complete the fields, and click Add.

To add a sub-location to a location:

  1. Find the location you want to add a sub-location to, and click the  icon in that row.
  2. Complete the fields in the bubble that displays, and click Add.

Once you’ve set up all of your locations, you can assign them to each user in their user profile.


Can I disable an individual location or part of a location hierarchy?

Yes. To do this, click the  icon for the top level of the branch you want to disable, select Disabled from the Status field, and click Save. The top level branch and all of the ‘child’ groups under it will be disabled.

We currently use a drop-down user custom field to define locations. How would using the Locations group be different?

Users typically can’t filter by a custom field and custom fields cannot have a hierarchical structure. Additionally, you can't keep a historical record of a user's custom field assignments.

Our departments are sub-sets of our locations. How should we organize our users?

You could create departments as a sub-location within your set of locations and disable the existing departments. Or, you could treat departments and locations as independent group types.

Related links

Limiting which groups a user can access
Using groups to limit data access (video)
Setting up departments
Setting up employee types
Using data import to mass add, update, and delete data