Setting up your first location: laying the groundwork
Locations in Microkeeper serve as the backbone of your rostering system. They help organise your workforce operations by defining where employees work and enabling features like geofencing, manager access control, and job tracking.
To get started, navigate to “Settings”>”General”>”Locations” in your Microkeeper account.
Why locations matter
Configuring locations properly ensures that your workforce management is both efficient and accurate. Here’s what locations enable:
Rostering and workforce management: assign employees to specific locations for clearer scheduling, with colour-coded visual distinctions for easy identification.
Clocking via Geofencing: set GPS-based clock-in/out zones to ensure accurate time tracking.
Manager access control: restrict managers to oversee only their assigned locations for timesheets, rostering, and leave approvals.
Job tracking: link jobs to locations so worked hours are recorded per site for better tracking.
Configure a location
Setting up a location is straightforward. While only the “title” is required, additional settings allow you to enhance functionality and tailor the setup to your needs:
Title (required): this is the name of the location. Choosing something clear and descriptive so it’s easily recognisable by both manager and staff.
GPS location (optional): use the GPS Find Tool to set latitude and longitude coordinates for geofencing. This ensures employees can only clock in/out when they’re physically at the location.
Client (optional): link the location to a specific client if needed (an advanced setting primarily used for payroll functions).
Default job (optional): assign a default job for this location if you’re using “jobs” (advanced setting).
Budgets (optional): set hour and cost budgets for this location to monitor labour expenses effectively.
Colour and address (optional): add a colour code for visual distinction on rosters and include the physical address for clarity.
Staff and roles (optional): assign groups, required skills, or specific roles to this location if applicable.
Managers (optional): designate managers who will oversee this location’s timesheets, rosters, and leave approvals.
Best practices for setting up locations:
Start with the basics: if you’re new to Microkeeper or have a small team, begin by setting up just the “title” and “GPS location”.
Use colour coding: assigning colours to locations makes it easier to differentiate them at a glance on your rosters.
Plan ahead: think about how you want your workforce organised before diving into advanced settings like “roles” or “jobs”.
Keep it simple: only use additional settings like “default jobs” or “budgets” if they align with your current business processes.
By taking the time to configure your Locations effectively, you’ll set yourself up for smoother rostering, accurate time tracking, and better workforce management overall.
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