Managing Locations in Settings

What is a Location?

A location is the place where a firm decides to site its operations. An Organization can consist of one or more locations. Locations connect all the users, jobs, and employees at your site using WorkSight FLOW in a single space.

A Location can be managed in Settings only. Each location can be configured to reflect such things as the Time Zone, Time Format, and Timecard and Time Off Workflow.

A count of Active Users and Active Employees appears at the bottom of the Location Pane.

To Manage a Location

1. Click your profile photo

2. In the drop-down menu, select “Settings”. FLOW loads the Settings Page.

3. In the left sidebar, select the arrow next to Organization to show/hide Organization Components.

4. In the Sidebar, select Location
   The Main Pane will now show a list of locations for the organization

5. To edit a Location, click the pencil (edit) icon in the bottom left corner of any of the Location cards.
   The Right Pane will now display the Location details
   

6. Complete the Location fields as described below

7. Press Save to commit your changes

Location Fields

All location fields can be found and modified from the right pane.

Name

Name of the Location

To create/change the field:

1. Click in the Name field to edit the field

2. Press Enter to Save or Tab to the next field

Code 

Code designated for the Location within the Organization

To create/change the field:

1. Click in the Code field to edit the field

2. Press Enter to Save or Tab to the next field

Tags

Tags allow you to categorize, filter, and denote additional information.  Multiple tags needed for the Location to assist in searching etc. can be created in this field

To create/change the field:

1. Type in the name you wish to use for the tag

2. Press Enter to Save or Tab to the next field

3. The tag will appear in the field for future use

Start of the Work Week

The day the work week starts at a specific location can be defined in this field.

To create/change the field:

1. Click on the x beside the default start of the work week

2. Type in the day of the week the work week starts on e.g., Monday

3. Press Enter to Save or Tab to the next field

Timezone

A timezone is a region of the globe that observes a uniform standard time for legal, commercial, and social purposes. The current default is PST (Pacific Time) but it can be changed to any other timezone    

To create/change the field:

1. Click on the x beside the default timezone

2. Click on the dropdown list

3. Scroll through the list and click on the appropriate timezone for your location

4. Press Enter to Save or Tab to the next field

Time Format

Various countries and organizations use different date and time formats. Time Format in FLOW is for data entry purposes. Choices are:

1. Military Time e.g. 14:30

2. Uppercase AM/PM e.g., 2:30 PM

3. Lowercase AM/PM e.g., 2:30 pm

Note: In the Shift Cell, the chosen Time Format is displayed, however, in the Shift Details editor, time entered in the chosen format is changed to a 24-hour clock displayed in decimal format (rounded) e.g., 2:20 PM becomes 14.25

To create/change the field:

1. Click on the x beside the default time format

2. Click on the dropdown list

3. Scroll through the list and click on the appropriate time format for your location

4. Press Enter to Save or Tab to the next field

Country

Choose the Country of the Location being added/edited. The current default is Canada.

To create/change the field:

1. Click on the x beside the default country

2. Click on the dropdown list

3. Scroll through the list or type some characters of the name and click on the appropriate Country

4. Press Enter to Save or Tab to the next field

State/Province

Countries are often divided into different States, Provinces, Regions, Cantons, etc. This list will correspond to the Country selected. Choose the State/Province of the Location being added/edited. The current default is British Columbia.

To create/change the field:

1. Click on the x beside the default State/Province

2. Click on the dropdown list

3. Scroll through the list or type some characters of the name and click on the appropriate State/Province

4. Press Enter to Save or Tab to the next field

Timecard Workflow

An Organization may have a multi-level approval process for timecards. Choose the Timecard approval/sign-off process for your location. The current choices are:

1. single approval with employee sign-off

2. double approval with employee sign-off

To create/change the field:

1. Click on the x beside the default Timecard Workflow

2. Click on the dropdown list

3. Scroll through the list or type some characters of the name and click on the appropriate workflow

4. Press Enter to Save or Tab to the next field

Time Off Workflow

An Organization may have a multi-level approval process for Time off Requests.Choose the Time Off approval/sign-off process for your location. The current choices are:

1. single approval with employee sign-off

2. double approval with employee sign-off

3. triple approval with employee sign-off

To create/change the field:

1. Click on the x beside the default Timecard Workflow

   1. Click on the dropdown list

   2. Scroll through the list or type some characters of the name and click on the appropriate workflow

   3. Press Enter to Save or Tab to the next field

To Save the Location

1. Click Save to commit your changes
   A toast message displays confirming that the Location was successfully saved.

To Undo your Location changes

1. Click Undo

   1. If you are creating a new Location, the right pane fields are cleared,

   2. if you are editing an existing Location,

      1. the fields revert to the last previously saved values

      2. the Save button is dimmed

Location Actions

To take action on a Location:

1. Click the three-dot (…) icon in the right pane and select from the job action menu

From here, you can:

1. Add a User Defined Field (UDF)
   See Creating and Managing a User Defined Field (UDF)

2. Delete Location
   Removes the Location from the Organization Location settings