Help Center

Overview

Creating multiple locations in RosterMate 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 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 New Location button.
4. Enter the name of your new location.
5. Press Enter or click the "Add Location" button to save.

Renaming Locations

If you make a spelling mistake or want to change your naming convention, you can rename a location at any time through the same Locations Access tab.

Deleting Locations

Note: You cannot delete a location yourself. This is a safety feature, as deleting a location permanently removes all data within that instance (rosters, timesheets, settings). If you need to remove a location, please contact the RosterMate team, and we will do it safely for you.

Using the Location Selector

Once you add a second location, it will appear in the "Select" dropdown menu at the top of your screen. You can use this dropdown to easily switch between your locations.

Important: Data Independence

Switching between locations is effectively switching to a separate RosterMate account. Anything you create, edit, or delete in one location will not affect any other location. Each location maintains its own independent data.

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.

1. Go to Settings > Locations Access.
2. Click on the location you wish for the employee to be accessible from.
3. Find the employee's name in the list.
4. Click Save Changes.

How Shared Staff Works

Once an employee is granted access to multiple locations:

• Clocking In: They can clock in and out at either location.
• Rostering: They can be added to the roster at either location.
• Leave: When they apply for leave, they will be marked as "Unavailable" at both locations automatically.

Important Payroll Notes

Leave Pay: Shared employees will 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 Public Holidays tutorial.