Configuring Location-Specific Settings

Learn how to configure custom settings for individual locations in the Shifts platform to optimize operations, enforce location-specific policies, and effectively manage attendance and security for each site.

Overview

The Shifts platform allows you to customize settings for each location in your organization, ensuring that policies, security measures, and operational requirements can be tailored to the unique needs of individual sites. Location-specific settings enable precise control over attendance verification, labor budgets, scheduling rules, and security measures. This article explains how to configure and manage these settings effectively.

Accessing Location Settings

To manage settings for a specific location:

1. Log in as an administrator or location manager
2. Navigate to Admin > Location Management
3. Find and select the location you want to configure
4. Click the Settings tab in the location details page
5. Select the specific settings category you wish to modify:
   • General Information
   • Geofencing & Attendance
   • Budget & Financial
   • Security & Access
   • Scheduling Rules
   • Manager Assignments

General Location Information

To configure basic location information:

1. Select the General Information tab
2. Configure these essential settings:
   • Location Name: The display name for the location
   • Location Code: A unique identifier (optional)
   • Address Information: Physical address, city, state, zip, country
   • Contact Details: Phone number, email address
   • Time Zone: The location’s operating time zone
   • Operating Hours: Standard business hours for this location
   • Active Status: Enable/disable the location
3. Click Save to update the general information

These details appear throughout the system when referencing this location.

Geofencing and Attendance Settings

Geofencing allows you to verify that employees are physically present at the location when clocking in or out:

1. Select the Geofencing & Attendance tab
2. Configure the geofence settings:
   • Enable Geofencing: Toggle to activate location-based verification
   • Coordinates: Set latitude and longitude for the location center
   • Allowed Radius: Define the radius (in meters) considered “at location”
   • Enforcement Level: Choose how strictly to enforce geofencing:
     • Passive: Record location data but don’t enforce restrictions
     • Warning: Alert employees but allow clock-in/out outside geofence
     • Strict: Prevent clock-in/out actions outside the geofence
3. Set attendance verification requirements:
   • Photo Verification: Require employees to take a photo when clocking in/out
   • Notes Requirement: Make notes mandatory for certain clock actions
   • Manager Verification: Require manager approval for certain attendance scenarios
   • IP Validation: Enable IP-based verification for this location
4. Configure time window restrictions:
   • Early Clock-In Window: How many minutes before shift start employees can clock in
   • Late Clock-Out Window: How many minutes after shift end employees can clock out
   • Break Time Limits: Maximum allowed break durations
5. Click Save Geofence Settings to apply changes

Proper geofencing settings help ensure accurate attendance tracking while accommodating practical realities of your workspace.

Budget and Financial Settings

To manage labor costs for a specific location:

1. Select the Budget & Financial tab
2. Configure budget settings:
   • Monthly Labor Budget: Set the target labor cost for this location
   • Budget Alert Threshold: Define percentage of budget that triggers alerts
   • Cost Center Code: Assign a financial code for reporting (optional)
   • Overtime Authorization: Set who can authorize overtime at this location
3. Review current financial status:
   • Current Monthly Cost: Actual labor expenses to date
   • Projected Monthly Cost: Expected total cost based on scheduled shifts
   • Budget Utilization: Visual indicator of budget consumption
4. Configure budget controls:
   • Enforcement Level: How strictly to enforce budget limits
   • Override Authorization: Who can approve exceeding budget limits
5. Click Save Budget Settings to apply

These settings help maintain financial control while ensuring adequate staffing.

Security and Access Settings

To configure location-specific security settings:

1. Select the Security & Access tab
2. Configure IP restrictions:
   • Enable IP Filtering: Toggle to activate IP-based access control
   • Add Allowed IP Range: Enter ranges of approved IP addresses
   • Enforcement Level: Choose how strictly to enforce IP restrictions:
     • Monitor Only: Record IP data but allow all access
     • Warning Mode: Alert users on unrecognized IPs but allow access
     • Strict Enforcement: Block access from unauthorized IPs
3. Set device restrictions:
   • Allowed Devices: Restrict clock-in to registered devices
   • New Device Approval: Require manager approval for new devices
4. Configure access permissions:
   • Visitor Access: Settings for temporary visitors
   • Contractor Settings: Special access for non-employee workers
5. Click Save Security Settings to apply

These settings enhance security while maintaining appropriate access for staff.

Scheduling Rule Templates

To configure scheduling rules for this location:

1. Select the Scheduling Rules tab
2. Assign rule templates:
   • Browse Templates: View available shift rule templates
   • Assign Templates: Link templates to this location
   • Template Priority: Set which templates take precedence
3. Configure location-specific scheduling rules:
   • Minimum Staff Requirements: Set baseline staffing levels by role
   • Maximum Consecutive Days: Limit number of days employees can work in a row
   • Required Break Between Shifts: Set minimum hours between shifts
   • Maximum Daily Hours: Limit hours per day for this location
4. Set role requirements:
   • Required Roles: Specify which roles must be present during operations
   • Minimum/Maximum Counts: Set limits for each role type
5. Click Save Scheduling Rules to apply

These rules automatically apply when creating shifts for this location.

Manager Assignments

To assign managers to this location:

1. Select the Manager Assignments tab
2. View current managers:
   • List of users with management permissions for this location
   • Their permission scope (this location only, includes sub-locations, etc.)
   • Last activity at this location
3. Add new location managers:
   • Click Add Manager
   • Search for users by name or email
   • Select the appropriate manager role
   • Set permission scope for this location
4. Remove or modify existing managers:
   • Use action menu next to each manager
   • Adjust permission scope as needed
   • Remove manager assignment if necessary
5. Click Save Manager Assignments to apply

Location managers receive special permissions to manage the location and its staff.

Location-Specific Reports

To access location-specific analytics:

1. From the location details page, click the Reports tab
2. Choose from available report types:
   • Attendance Summary: Clock-in/out patterns and compliance
   • Labor Cost Analysis: Budget vs. actual spending
   • Scheduling Efficiency: Coverage and utilization metrics
   • Employee Performance: Location-specific performance data
3. Set date range and other parameters
4. Click Generate Report to view the data
5. Use Export to download reports in CSV or PDF format

These reports provide insights specific to this location’s operations.

Inheriting vs. Overriding Business Settings

Understand how location settings interact with business-wide settings:

1. Default Inheritance: Locations automatically inherit business-wide settings
2. Selective Override: Location settings override business settings when configured
3. Mixed Application: Some settings can be business-wide with location-specific exceptions
4. Hierarchy Awareness: Parent location settings may impact child locations

To override a business setting:

1. Navigate to the specific setting category
2. Look for the “Override Business Setting” toggle
3. Enable the toggle to customize the setting for this location
4. Configure the location-specific value
5. Save the changes

Best Practices

For optimal results when configuring location settings:

1. Start with Templates: Begin with business-wide settings and adjust only what’s necessary
2. Test Geofencing: Verify geofence coordinates and radius in person before strict enforcement
3. Document Customizations: Keep records of which settings differ from business defaults
4. Regular Reviews: Audit location settings quarterly to ensure they remain appropriate
5. Manager Input: Consult location managers when configuring settings for their sites
6. Gradual Enforcement: Start with less restrictive enforcement and increase as needed
7. Consistent Naming: Use clear, consistent naming conventions for locations
8. Budget Alignment: Ensure budget settings align with business financial planning

Related Resources

• Setup Locations
• Company Profile
• Locations and Departments
• Location Managers

This article should be updated when:

1. New location-specific settings are added
2. Geofencing functionality is enhanced
3. Changes to location security features are implemented
4. Budget and financial tracking options are expanded
5. The location settings interface is redesigned