Help Center

Overview

Creating multiple locations in RosterMates creates completely separate instances. This means separate rosters, separate employees, separate timesheets, separate messaging, and separate settings for each site.

You Should Create Multiple Locations If:

• You own a chain of sites or manage multiple distinct businesses.
• Each site requires its own separate roster and timesheets.
• Each site has its own administrators.
• Employees mostly belong to one specific site (though they can be shared).

You Should NOT Create Multiple Locations If:

• You manage only one site.
• You have multiple locations but want one combined roster for all of them.
• Your staff are frequently interchangeable between sites.
• One person manages the scheduling for all sites centrally.
• You want to process a single set of timesheets for all staff.

If the second list describes your business, we recommend using Areas (or Roster Groups) to separate your teams instead of Locations.

How to Add a Location

1. Go to the Settings tab.
2. Select the Locations Access tab from the sidebar.
3. Click the Add Location card.
4. Enter the name of your new location.
5. Click "Add Location" to save.

Renaming Locations

Each location card has a Rename button, so you can fix a spelling mistake or change your naming convention at any time.

Deleting Locations

There is no self-service delete for locations. This is a safety measure — deleting a location would permanently remove all data within that instance (rosters, timesheets, settings). If you need a location removed, contact the RosterMates team and we will do it safely for you.

Using the Location Selector

Once you add a second location, a location selector appears at the top of your screen. Use it to switch between your locations at any time.

Important: Data Independence

Switching between locations is effectively switching to a separate RosterMates account. Anything you create, edit, or delete in one location will not affect any other location. Make sure you're on the correct location before adding employees or building rosters.

Setting Up Shared Access

If you have employees who work across multiple sites, you can give them access to other locations without creating duplicate accounts. Managing access requires the "Can Manage Locations Access" permission.

1. Go to Settings → Locations Access.
2. Click the location you want to grant access _to_.
3. Click the employee cards to toggle their access — each card shows "No Access", "Has Access", or "Primary Location (Always Has Access)".
4. Click Save Changes.

Every employee always has access to their primary location — that can't be removed.

How Shared Staff Works

Once an employee is granted access to multiple locations:

• Clocking In: They can clock in and out at either location (including kiosks registered to that location).
• Rostering: They can be added to the roster at either location.
• Leave: When they apply for leave, they are marked as unavailable at both locations automatically.

Important Payroll Notes

Leave Pay: Shared employees only receive pay for their leave at their _primary_ location.

Public Holidays: Be careful not to give shared staff public holiday hours at multiple locations, as this can cause payroll conflicts. This is covered in detail in the Holidays documentation.