Location profiles

Why use the location profiles?

Using stored Location Profiles can be extremely useful when you regularly use the same venues or locations for repeat clients.

Rather than entering the same information every time you create a job or schedule, Location Profiles allow you to build a reusable database of locations, ensuring information remains accurate, consistent and available across your operation.

Benefits of using Location Profiles

• Enter venue information once
  Store the venue address, check-in location, check-in radius, venue notes and other important information once and reuse it across future jobs.

• Build up valuable location knowledge
  Add and store multiple notes and images against each location and control who can see them. If notes or images are made available to staff, everyone booked at that location can access them. This allows valuable venue knowledge to be carried forward effortlessly from one team to the next.

• Maintain location contacts
  Build and maintain a contact list for each client location, keeping important venue contacts associated with the correct location.

• Create schedules faster
  When adding locations to your schedule — either through the interface or via the schedule import file — you only need to reference the Location Name rather than entering all of the venue information again.

• Improve location consistency
  Using stored locations ensures the same location is used consistently across jobs and schedules. This is particularly useful for larger venues, such as exhibition centres, which may have multiple map points listed on Google Maps.

• Set venue-specific check-in areas
  Customise the check-in radius for individual locations, overriding your organisation's default check-in radius where required.

• Set venue-specific perimeter tracking
  Define a custom perimeter around each location to support ongoing location tracking during a shift. This is particularly useful for larger or irregularly shaped venues where a simple circular check-in radius is not sufficient. Once configured, the same venue perimeter can be reused across future jobs, helping you identify when staff move outside the designated working area.

Using Location Profiles when creating jobs

This article will show you how to add locations to your jobs using your Location Profiles, rather than searching Google Maps and entering the venue information each time you add a location to a job. How to create schedules using location profiles

Adding your locations profiles

You can access the Locations Profiles via the main menu:

• To add a new location you have 2 choices:
  
  • Import
    • Click to download the template
    • Add your locations to the template
    • Click on Choose file
    • The column headers will auto-match
    • Click on submit 
  • Add New
    • You can now add the following information for your location
      
    • You have the following fields to add for the main venue information
      • Type
        • Select from the dropdown
      • Client
        • Select from the dropdown
      • Brand/Chain (mandatory)
        • Select from the dropdown
        • For your reference or use with our API's and location import
        • Combined with the Location ID/Code to form a unique ID reference for each location
      • Location ID/Code (mandatory)
        • For your reference or use with our API's and location import
        • Combined with the Brand/Chain to form a unique ID reference for each location
      • Location name (mandatory)
        • Add a location name here. This will be used as the location name when importing a schedule via a csv. 
      • Alternative name
        • If the venue has an alternative name. This can also be used in the schedule csv import.
      • Country (mandatory)
        • Select the country from the dropdown
        • This field can be used to control the visibility of questions in the reporting based on location
      • Address (mandatory)
        • This field will use Google Maps to find the address. Just start typing the address
        • This field can be used to control the visibility of questions in the reporting based on location
      • Town
        • If you need to store the Town as a separate field
        • This field can be used to control the visibility of questions in the reporting based on location
      • City
        • If you need to store the City as a separate field
        • This field can be used to control the visibility of questions in the reporting based on location
      • Region
        • If you need to store the Region as a separate field
        • This can also be used to control the visibility of questions in the reporting based on location
      • Latitude
        • Automatically populated from the Address field
        • Can be added manually or by placing a marker on the map to the right
      • Longitude
        • Automatically populated from the Address field
        • Can be added manually or by placing a marker on the map to the right
      • Phone
        • Automatically populated from the Address field
      • Opening hours
        • Automatically populated from the Address field
      • Tags
        • To categorise and search by tags
      • Linked staff
        • When booking staff at this location staff adding here will appear first by pressing the down in the staff search fields on the shifts page:
          
      • Use a different check-in location
        Tick here if you want to add a different check-in location
        
        • Checkin Address Search
          • Add the address whereby you want staff to check in within the radius specified below
        • Country
          • Select the country 
        • Checkin point Latitude
          • Enter the latitude of your different check-in point or use the map on the right to place the marker
        • Checkin point Longitude
          • Enter the longitude of your different check-in point or use the map on the right to place the marker
        • Checkin radius (meters)
          • Enter the custom check-in radius
          • This will allow staff to check in with this radius of the map marker
          • Note that you don't need to use a different check-in location to use this custom radius
      • Upon pressing submit you will now have additional tabs appear to add more content:
        • Contacts
          • Here you can add the type, name email and phone number of multiple contacts for this location
        • Venue notes
          • These notes will automatically be available to staff when booked at these locations
        • Notes and images
          • Add notes and images and determine whether:
            • Staff can view when booked at this location
            • Staff can view in reporting
        • Reporting
          • All reports submitted against this location will show here
        • Nearby staff
          • A list of bookable staff within a 50 mile radius
  • When the locations are added you can view them in the list
    
    • Click on Manage to edit and update the location
    • Click on Delete to remove the location

How to create schedules using location profiles

• To use the locations from your location database in a job schedule 
  • You must check the following option when creating a new job.
     
    • It is important to note that once the job is created you cannot switch between using and not using the location database. If forgot to check this option, you would need to delete the job and re-add.
• Allocating these locations into your schedule
  • The location input field on the schedule will offer the following instruction
    
  • When you start typing the locations will appear that you can select from
    
  • If you can't find the location click on the + button to the right of the field:
    
  • This will open up a location search dialogue with search parameters to find your location from the full list
    
  • One found click on the + Use button to add that location to the schedule
• Importing these locations into your schedule
  • You can still import using the schedule import template as detailed here: Creating a schedule import file
    • The name of the location must be entered into the Venue column exactly as it is in the location database
    • You do not need to enter an address into the address column as this will automatically be pulled from the location in the database.