Managing Location Managers

Learn how to assign, configure, and manage Location Managers in the Shifts platform to delegate operational responsibility and ensure effective supervision of specific locations in your organization.

Overview

Location Managers play a vital role in the Shifts platform by providing day-to-day oversight of specific locations. They have the authority to manage schedules, approve time-off requests, review attendance, and supervise staff at their assigned locations. This article explains how to assign Location Managers to specific sites, configure their permissions, and manage their responsibilities effectively.

Understanding the Location Manager Role

Location Managers in the Shifts platform have the following characteristics:

Role Definition

• Positioned between District Managers and Supervisors in the organizational hierarchy
• Focused on operations at specific physical locations
• Responsible for staff scheduling and attendance management
• Authorized to make location-specific decisions

Default Permissions

Location Managers typically have permission to:

• View and manage shifts at their assigned locations
• Approve or deny leave requests for their direct reports
• Review and approve attendance records
• View labor costs and budget information
• Manage staff assignments at their location
• View and edit employee information for their direct reports

Assigning Location Managers

To assign a user as a Location Manager:

Method 1: From the User Profile

1. Navigate to Admin > Employee Management
2. Find and select the user you want to make a Location Manager
3. Click the Edit button
4. In the Employment Information tab:
   • Set Organizational Role to “Location Manager”
5. In the Locations tab:
   • Add the location(s) this person will manage
6. Click Save Changes

Method 2: From the Location Page

1. Navigate to Admin > Locations
2. Select the location that needs a manager
3. Click the Managers tab
4. Click Add Manager
5. Search for and select the user
6. Set their management scope:
   • Location Only: Authority only for this specific location
   • Include Direct Sublocations: Authority for this location and immediate child locations
   • Full Hierarchy: Authority for this location and all descendants
7. Click Assign as Manager

Bulk Assignment

To assign multiple Location Managers at once:

1. Navigate to Admin > Employee Management
2. Select multiple users using the checkboxes
3. Click Bulk Actions > Update Role
4. Select “Location Manager” as the new role
5. Click Apply Changes
6. Then use Bulk Actions > Assign Location to assign them to appropriate locations

Location Manager Permissions

Location Managers’ permissions can be customized:

Default Permission Set

Location Managers typically start with these permissions:

1. Shift Management:
   • View shifts (full location hierarchy)
   • Create shifts (own location)
   • Edit shifts (own location)
   • Assign staff to shifts (own location)
2. Staff Management:
   • View user details (direct reports)
   • Edit basic user information (direct reports)
   • Manage user availability (direct reports)
3. Leave Management:
   • View leave requests (direct reports)
   • Approve/deny leave requests (direct reports)
   • Create leave requests (direct reports)
4. Attendance Management:
   • Review attendance records (direct reports)
   • Approve time entries (direct reports)
   • View attendance reports (own location)

Customizing Permissions

To modify Location Manager permissions:

1. Navigate to Admin > Roles & Permissions
2. Select the Organizational Roles tab
3. Find and select “Location Manager”
4. Adjust permission checkboxes for each feature
5. For each permission, set the inheritance mode:
   • Self Only: Only for directly assigned locations
   • Direct Reports: For assigned locations and immediate child locations
   • Full Hierarchy: For assigned locations and all descendant locations
6. Click Save Changes

These changes will apply to all users with the Location Manager role.

Permission Hierarchy and Scope

Location Manager permissions follow the location hierarchy:

Hierarchy Understanding

1. Vertical Hierarchy: Locations form a tree structure (Corporate → Region → District → Location)
2. Role Hierarchy: Organizational roles form a separate hierarchy (Director → Regional Manager → District Manager → Location Manager → Supervisor)
3. Combined Authority: Both hierarchies determine what a Location Manager can access and modify

Permission Scope

A Location Manager’s scope of authority is determined by:

1. Location Assignment: Which specific locations they’re assigned to
2. Permission Inheritance: How deeply their permissions extend into the location hierarchy
3. Role Level: Their position in the organizational role hierarchy

Managing Multiple Locations

Location Managers can oversee multiple locations:

Assigning Additional Locations

1. Navigate to the user’s profile
2. Click the Locations tab
3. Click Add Location
4. Select additional locations from the list
5. Click Assign Selected Locations

Setting Primary Location

1. In the user’s Locations tab
2. Find the location in the list
3. Click Set as Primary
4. The primary location affects reporting and default views

Removing or Changing Location Managers

To change or remove a Location Manager:

Removing Manager Assignment

1. Navigate to Admin > Locations
2. Select the location
3. Click the Managers tab
4. Find the manager to remove
5. Click the Remove Manager button
6. Confirm the removal

Changing a User’s Role

1. Navigate to the user’s profile
2. Click Edit
3. In the Employment Information tab, change the Organizational Role to a different role
4. Click Save Changes

Transferring Management Responsibility

1. First, assign a new manager to the location
2. Then remove the previous manager’s assignment
3. Update location-specific settings if necessary
4. Communicate the change to affected staff

Location Manager Dashboard

Location Managers have access to a specialized dashboard:

Dashboard Features

1. Location Overview:
   • Staff currently on shift
   • Upcoming shifts
   • Staffing coverage metrics
   • Recent attendance issues
2. Action Items:
   • Pending leave requests
   • Attendance records needing review
   • Upcoming schedule gaps
   • Staff without assigned shifts
3. Quick Actions:
   • Approve/deny leave requests
   • Review attendance records
   • Create new shifts
   • Assign available staff

To access this dashboard, Location Managers log in and are automatically directed to their manager view.

Best Practices

For optimal results when managing Location Managers:

1. Clear Responsibilities: Define exactly what Location Managers are responsible for at each site
2. Appropriate Access: Give managers access only to the locations they directly oversee
3. Permission Tuning: Customize permissions based on your organizational needs
4. Training: Ensure Location Managers understand their role in the system
5. Regular Review: Audit Location Manager assignments quarterly
6. Communication Protocols: Establish clear escalation paths for issues
7. Backup Coverage: Assign secondary managers for coverage during absences
8. Documentation: Maintain records of management changes for audit purposes

Troubleshooting

If Location Managers report issues with their access:

Access Problems

• Verify their Organizational Role is set correctly
• Confirm they are assigned to the correct locations
• Check specific permissions for the Location Manager role
• Verify their account is active

Missing Features

• Review permission settings for the Location Manager role
• Check if the features require additional business-level settings
• Verify the feature is available for their assigned locations

Authority Limitations

• Review the inheritance mode for their permissions
• Check their position in both the role and location hierarchies
• Verify there aren’t conflicting manager assignments

Related Resources

• Location Settings
• Work Rules
• Organizational Roles
• Locations and Departments

This article should be updated when:

1. The Location Manager role permissions change
2. The management assignment interface is modified
3. New features specific to Location Managers are added
4. Changes to the organizational role hierarchy affect Location Managers
5. Location Manager dashboard features are updated