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How to add and configure a new location

Use this guide to create a store Location and configure Details, Payments, Opening Times, Rates/Breaks, Notes, then manage Events, Requirements, and Computer Systems.

Written by Sarah Murray

Before you start

  • Access is permissions-based. If you can’t add Locations, ask a Company Admin.
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  • Payment Region is linked via the Regions area after the Location is created.
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Create a new Location

  1. Open Locations
    Go to Locations from the left-hand navigation → click Add (green).

2. Complete the tabs
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Details

  • Name
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  • Reference — used for quick searches and bulk imports
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  • Phone Number
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  • External Reference
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  • Address — start typing; all address fields use Google lookup. Select the correct result from the dropdown.
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Payments

  • Cost Centre Reference — free text
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  • Currency — select from dropdown
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  • Payment Region — finish creating the Location first, then assign the Location to a Region (in Regions). After that, associate the Payment Region here.
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Opening Times

  • Set opening/closing times per day; tick Closed where applicable.
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  • If using Rota, tick Update future shifts? to push changes to already scheduled employee shifts.
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    • Note: Future booked locum shifts will require manual updates.
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Rates

  • Rates — enter daily rates by job type (use text fields or arrows).

Breaks

  • Breaks — tick Paid Breaks if applicable; for unpaid breaks, set break duration per day.
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  • If using Rota, tick Update future shifts? to apply to scheduled employee shifts.
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    • Note: Future booked locum shifts must be updated manually.
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Additional Notes

  • Add notes (e.g., mileage, lunch, accommodation).
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  • Record staffing preferences/experience.
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  • Indicate store pace: Slow, Moderate, or Fast.
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3. Save
Click Save (green).
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Additional configurations (after creation)

  1. Open Location settings
    Click the cog on the Location to edit.
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  2. Events

  • Click Add Event (closures, training, announcements).
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  • Set dates/times and type.
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  • If using Rota, tick Disable Schedule to remove allocated shifts for the event period.
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  • Click Add Note (downward arrow) to open a free-text box for extra event information.
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3. Requirements

  • Add store-specific requirements.
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  • Locums are prompted to accept these for all shifts at this location during apply/booking.
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4. Computer Systems

  • Select the systems used at the site.
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  • Displayed to locums during applications/bookings (on the same modal as location/shift requirements when applicable).
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Tips

  • Keep Location config current to streamline shift and gap creation.
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  • Prefer Location Requirements over general notes for must-know info (e.g., “Pharmacy First provided daily”) so locums are prompted before applying.
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  • After changing Opening Times or Rates/Breaks, re-check any future locum bookings—they’re not auto-updated.
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Troubleshooting

  • Payment Region unavailable: Create/assign a Region first, then return to Payments config.
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  • Opening time changes not visible on rota: Ensure Update future shifts? was ticked; only employee shifts update automatically.
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  • Rates didn’t apply to existing shifts: Edit affected shifts individually (locum and already-published shifts).
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  • Need help? Click the chat button in the bottom-right corner of the screen to contact our support team.

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