Managing locations

4 min read By TimeOff Support

Locations help you organise employees who work in different offices, regions, or countries.

For example, you may create locations for:

London
Manchester
New York
Toronto
Remote UK
Remote USA

Locations make it easier to apply the right public holidays and review leave across different parts of your business.

What locations are used for

Locations can help you:

group employees by workplace or region
apply the correct public holidays
filter Team View
filter reports
control access to selected leave types
restrict blackouts and company events
manage teams across different countries

A location is separate from a department.

Setting	What it represents
Department	The employee’s team or business function
Location	Where the employee works or which regional rules apply

For example, an employee may belong to the Sales department and the London location.

How to create a location

To add a new location:

Go to Locations in Main Menu.
Select Add Location.
Enter the location name.
Select country from the country selector.
Save your changes.

Use a clear name that employees and managers will recognise.

For example:

London Office
Scotland
Ontario
California
Remote Europe

Assign an employee to a location

To assign or change an employee’s location:

Go to Employees.
Open the employee profile.
Go to Employee Details.
Enter Edit Mode.
Select the correct location.
Save your changes.

Check the employee’s location when:

adding a new employee
moving someone to another office
changing their country or region
updating public holiday rules
changing manager visibility

Locations and public holidays

Employees in different locations may follow different public holiday calendars.

For example:

employees in England may follow English bank holidays
employees in Scotland may follow Scottish bank holidays
employees in the USA may follow a federal or state calendar
employees in Canada may follow a provincial calendar

Assigning employees to the correct location helps you apply the right public holidays.

Locations in Team View

Team View can be filtered by location.

This helps managers check who is off in a particular office or region.

For example, a manager can review:

everyone in the London office
employees working in Scotland
a remote team in one country
leave across one regional branch

The information a manager can see still depends on their permissions.

Locations in reports

Reports can also use location filters.

This helps administrators review:

leave taken by location
allowance usage by location
absence records for one office
leave type usage in one region
staffing patterns across different workplaces

Restrict leave types by location

A Leave Access policy can control which leave types are available to employees in selected locations.

For example, you may want:

one location to use a regional leave type
only employees in one country to book a specific absence
different offices to follow different leave rules

This is useful for companies that operate across several countries or regions.

Restrict blackouts and company events by location

Blackout periods and company events can be assigned to selected locations.

For example, you may create:

a blackout for one busy office
a local company event
a regional training day
a closure that applies to one location only

Employees outside the selected location will not need to follow that location-specific calendar entry.

Moving an employee to another location

Before changing an employee’s location, check whether the move affects:

public holidays
leave type access
company events
blackout periods
Team View visibility
reports
manager access

After saving the new location, review the employee calendar and leave settings.

Existing leave requests should also be checked if the location change affects public holidays or company rules.

Editing a location

Edit a location when:

the office name changes
a regional label needs updating
the location was entered incorrectly
your company reorganises its workplaces

Before changing a location used by many employees, check how the change may affect filters, public holidays, and policies.

Removing an unused location

Before removing a location, check whether employees are still assigned to it.

Move those employees to the correct location first.

Also check whether the location is used by:

public holiday settings
Leave Access policies
blackout periods
company events
reports
manager visibility rules

Do not remove a location until its employees and related settings have been reviewed.

Common location checks

If an employee sees the wrong calendar information, check:

their assigned location
the public holiday calendar
Leave Access policies
blackout and company event settings
Team View permissions
their department
any employee-specific overrides

A location setting may be correct, while another policy changes what the employee can see or book.

Public holidays Add and manage public holidays for employees in different locations.
Blackouts and company events Create calendar entries for selected locations, departments, or employee groups.
Adding, editing, and deleting users Assign each employee to the correct location when creating or updating their profile.

Best practice

Create locations before adding a large number of employees.

Use clear location names and check public holiday settings before inviting employees to log in.