Locations represent the physical spaces where your staff work. They can be as broad as "Memorial Park" or as specific as "Court 1" or "Pool Deck." Getting your location structure right helps staff find where they're supposed to be and gives you precise control over scheduling.
Key Principles
Start with main locations during setup - you can add sub-locations later as needed
Locations can be shared across multiple programs - one gym can host basketball, volleyball, and events
Think about how staff navigate your facilities - if they need specific directions, consider sub-locations
Use addresses for main locations - helps staff and substitutes find your facilities
Sub-locations inherit the address - no need to re-enter addresses for courts, fields, or rooms
Keep location names clear and consistent - avoid abbreviations that might confuse new staff
Location Naming Best Practices
Good location names help staff quickly identify where they need to be, especially substitutes or new hires who aren't familiar with your facilities.
✅ Good Location Names
Memorial Park - Clear facility name
Main Gym - Descriptive and specific
Pool Deck - Indicates the specific area
Court 1 - Simple numbering system
Front Desk - Clear functional area
Community Center - Matches what people call it
❌ Avoid These Location Names
Gym - Too generic if you have multiple gyms
MP - Abbreviations confuse new staff
The Big Pool - Informal nicknames aren't clear
Upstairs Court - Relies on building knowledge
East Side - Directional references can be confusing
Remember: New staff and substitutes should be able to find the location based on the name alone, even if it's their first time at your facility.
When to Use Sub-Locations
Sub-locations help you schedule more precisely within larger facilities. They're especially useful when you need to specify exact areas for staff assignments.
Use sub-locations when:
Multiple activities happen simultaneously at one facility
Staff need to know the specific area within a building
You want detailed scheduling control
Different areas require different staffing
Example: Aquatics Complex
Memorial Aquatics Center (main location with address)
Pool Deck (sub-location)
Diving Well (sub-location)
Therapy Pool (sub-location)
Pool Office (sub-location)
This setup lets you schedule "Lifeguard at Pool Deck" vs "Instructor at Therapy Pool" so staff know exactly where to report.
Keep everything under one location when:
The facility is small enough that location is obvious
Only one activity happens at a time
Staff naturally know where to go within the facility
You prefer simpler scheduling
Example: Small Community Gym Just use "Lincoln Elementary Gym" as one location if it's obvious where staff should be, rather than creating sub-locations for "Home Side" and "Visitor Side."
How Locations Connect to Programs
Like positions, locations can be used across multiple programs. When you set up a program, you choose which locations that program can use for shifts.
Example: Multi-Use Facility Your community center hosts different programs:
Youth Basketball Program:
Main Gym
Community Room (for registration/meetings)
Adult Volleyball League:
Main Gym
Front Desk (for equipment checkout)
Special Events:
Main Gym
Community Room
Front Desk
Kitchen
The same "Main Gym" location is available to all three programs, but each program only includes the locations it actually needs.
Address Strategy
Main locations should have complete addresses
This helps staff find your facilities, especially:
New hires on their first day
Substitute staff covering shifts
Staff working at multiple facilities
Sub-locations inherit the main address
You don't need to re-enter addresses for courts, pools, or rooms within the same facility. Staff can find the main building, then navigate to the specific area.
Real-World Scenarios
Scenario 1: Single-Facility Aquatics Center
One building, multiple specialized areas
Your aquatics center is all in one building but has distinct areas that need different staffing:
Aquatics Center (main location)
Pool Deck (lifeguards)
Diving Well (specialized lifeguards)
Pool Office (supervisors)
Front Desk (attendants)
Setup: Use sub-locations because you need precise control over where each lifeguard is stationed, even though it's all one facility.
Scenario 2: Multi-Site Sports Programs
Sports programs across the city
Your department runs programs at various schools and parks:
Lincoln Elementary (basketball/volleyball)
Memorial Park (soccer/baseball)
Field 1
Field 2
Equipment Shed
Community Center (events/meetings)
Setup: Use main locations for each facility. Add sub-locations at Memorial Park because you need to specify which field, but Lincoln Elementary might not need sub-locations if it's just one gym.
Scenario 3: Large Multi-Use Recreation Center
Complex facility with many simultaneous activities
Your recreation center hosts multiple programs simultaneously:
Recreation Center (main location)
Main Gym
Auxiliary Gym
Pool
Fitness Room
Front Desk
Party Room A
Party Room B
Setup: Definitely use sub-locations because you need precise scheduling control when multiple activities happen at once.
Getting Started: Questions to Ask Yourself
Before creating locations, think through:
What are your main facilities? (These become your main locations with addresses)
Do you need to specify exact areas within facilities? (Consider sub-locations)
How do staff currently navigate your facilities? (Use familiar names)
Which facilities host multiple programs? (Plan for shared usage)
Do you have staff who work at multiple sites? (Clear addresses help navigation)
Start Simple, Add Detail Later
During initial setup, focus on your main facilities. You can always add sub-locations later as your scheduling needs become more specific. It's easier to start broad and get more detailed than to restructure complex location hierarchies.
Pro tip: If you're unsure whether you need sub-locations, start without them. You can add sub-locations anytime without disrupting existing shifts or programs.