This article explains how to add a new Location in Admin Console > Locations, and how to complete the Location Details and Settings tabs without assuming any configuration beyond what you see in your own environment.
How to add a new location
Go to Admin Console > Locations.
Click Add location.
The Add Location window will open on the Location Details tab.
Complete the fields on Location Details..
Click Save.
To set the location settings, find the new location, press 'Location Settings' to the same screen later by selecting a location and choosing Edit.
Location Details
From top to bottom, complete the fields as shown on screen:
Parent – Select the parent cluster where you want this location to sit under.
Name * – Enter the name you want to use for this location.
Cost centre – If you use cost centres, enter the relevant value provided by your organisation.
External identifier – If you use an external ID to match this location to another system, enter it here.
Description – Optionally, add a short description of the location.
Region * – Select the correct country/region for this location.
Address / City / County / Post code – Enter the full postal address.
Latitude / Longitude – If your configuration uses coordinates, enter the values supplied by your organisation.
Check-in radius (metres) – If this is visible in your environment, enter the radius in metres as instructed by your internal admin.
If you see any additional fields or toggles on this tab, complete them according to your organisation’s configuration guidance or implementation notes, without changing values you are unsure about.
When all required fields are complete, move to the Settings tab.
Settings
The Settings tab controls how the location behaves for scheduling, time and attendance, and related features.
Below is a full list of the Location Settings toggles shown in the Settings tab and what each one does.
Auto Approve Swap Requests – If two employees agree a swap in the mobile app, the swap is automatically approved without manager intervention.
Show Positions and Skills In Scheduler – Retired setting; does nothing when turned on or off (kept only for legacy setups).
Expects Clock In – Allows employees at this location to clock in and out of their shifts.
Expects Clock In to Breaks – Allows employees to clock in and out of scheduled breaks at this location.
Expects Pictures for all time clock actions – Requires employees to take a photo for each clocking activity (e.g. clock in, clock out, break in/out).
Picture deletion threshold – Number of days after which stored photos from clocking activities are automatically deleted (only used when the “Expects Pictures for all time clock actions” toggle is on).
Enforces Geo-fence – Requires employees to be within the configured latitude, longitude and radius for this location in order to clock in or out.
Display clock-in geo information – Shows a map of clock-in and clock-out activity on the relevant timesheet entries.
Enable CHPPD – Enables CHPPD/Patient Acuity for this location (also requires the relevant feature flag such as
HealthCalculatorto be enabled in your environment)Web Clock in – Determines whether employees can clock in and out via the web app for this location (for example, using a shared PC or tablet).
Mobile Clock in – Determines whether employees can clock in and out via the mobile app for this location (where mobile clocking is enabled in the group).
Third Party Clock in – Determines whether clock events from a third‑party device or integration (for example, a hardware clock) are accepted for this location.
Gap fill method – Controls how coverage gaps are classified and filled for this location (for example, internal, external, or internal‑then‑external gap handling).
Leave start date – Custom leave year start date for this location, where it differs from the group default.
Default leave request Unit – Sets the default unit for leave requests at this location (for example, daily vs hourly), or to follow the group default where configured.
Align leave year start date to start day of week – Aligns the leave year start date to the day of the week that the schedule starts on (for example, Monday).
Timed Breaks – Controls whether timed breaks are turned on or off at this location.
Budget Source – Selects the budget source to be used at this location.
Show schedule analysis sidebar – Controls whether the schedule analysis sidebar/toolbar is displayed for this location in the scheduler.
Default leave request Unit – Sets the default unit for leave requests at this location (for example, hours vs days, depending on your configuration).
Contracted to Actual Variance Display – Shows a variance in the scheduler between total hours scheduled and contracted hours for the year.
Scheduling Start Date – Allows this location to have a scheduling start date that is different from the company-level start date.
Scheduling Period In Weeks – Sets the number of weeks used as the period for multi‑week autoscheduling at this location.
Break Pattern – Selects the break pattern to apply at this location.
Autoscheduler Settings Name – Links this location to a specific Autoscheduler configuration (the underlying configuration is created by Rotageek implementation - for further details, please contact your Rotageek Customer Success Manager)
After you have reviewed and, where appropriate, updated these settings:
Click Save.
Confirm that the location now appears and behaves as expected in the Locations list, scheduler and timesheets.
Note: If you are unsure whether a toggle should be on or off, compare against a known “good” location of the same type or contact Rotageek Customer Support before making any changes.