📝 Overview

The Locations feature allows your account to be expanded to an unlimited number of Locations, all sharing the same database and reporting functions. Each Location receives its own Site Administration page, and many settings, including preferences, Staff Members, and Services, can be shared or configured independently across Locations.

⛔️ Please Note: Only Headquarter Administrators can manage multiple Locations. The billing system is Location-based. As Locations are added to your account, your base billing price will be affected. Please reach out to Support for more pricing information.

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🏢 What Is a Location?

Locations allow you to manage multiple offices, facilities, or departments under a single account, each with its own staff, services, and scheduling settings. This Term can be edited within the Settings tab > Terms Preferences.

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For example, a physical therapy business with three separate office facilities can set all three up under one account. You have many options when setting up multiple Locations, including default sharing of preferences, Staff Members, and Services.

The Location you are currently viewing from your Site Administration page can be determined by checking the Location drop-down menu at the very top of the page.

Unless you have set up additional Locations, this drop-down will only have one option. Many clients also use the Locations functionality to separate and distinguish different aspects or types of their business, not just physical locations.

Department rather than Location.

⚠️ Please Note: When new Locations are added to your account, the Customer View will display a location list prompting customers to select a Location before scheduling an Appointment. The Location list is, by default, the first menu customers must select from in the scheduling process.

🔑 Setting Up a New Location

If you have more than one Location set up, you can switch between them from Site Administration using the Location drop-down menu at the top of the page. Select the desired Location and the page will refresh with that Location's data.

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To add a new Location:

Click the Lists tab.
Select Locations on the left.
Click Add New Location.
Enter information for the new Location. All information except for the name, can match the main Location (including physical address, website address, and other details). If you will be setting up additional Locations, it is recommended that you add an identifier, such as "Main", to your Headquarters Location name.
Click Update and Continue.

🛠️ Configuring a Location's Settings

When setting up a new Location, one key decision is whether to base it on Headquarters Values or an existing Location Template. Both options are described below.

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🏢 Use of Headquarters Values

When setting up a new Location, the system prompts you to decide whether to use (or share) values from your Headquarters Location. Your Headquarters Location is the first Location set up on the account.

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Headquarters values that are shared include:

Preferences
Services

When sharing these values, the new Location will not have its own independent Settings section, preference changes made at the Headquarters Location will affect all Locations sharing those values.

📋 Use of a Location Template

Using a Location Template allows you to establish initial settings based on another Location without creating a permanent link. Unlike sharing Headquarters Values, changes made to the template Location after setup will not impact Locations created from it.

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Any existing Location can serve as a template, and you may have more than one template Location. It is recommended that you review the Settings of the Location you wish to use as a template before proceeding.

Make an existing Location a template

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Click the Settings tab.
Select the Headquarter Location.
Review the Location's information and ensure it is not sharing Headquarters Values. If not sharing, click the checkbox for Use this Location as a template.
Click Update.

Create a Location from an existing template

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Click the Lists tab.
Click Add New Location on the right.
Enter Location details as required, set Headquarters Values to No and select a Location from the Location Template drop-down.
Complete any additional configuration and click Update and Continue.

⚠️ Please Note: Any modifications made to settings within the Lists tab are applied to all Locations, including those not set to share Headquarters Values.

⚙️ Location Preferences

Location preference settings for your Headquarters Location play an important role when adding new Locations. To review these settings.

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Navigate to your Headquarters Location's Site Administration page using the Location drop-down at the top of the page.
Click the Settings tab.
Select Locations Preferences on the left.
Carefully review the settings, then click Update. These preferences control how Customers interact with and select Locations on the front end, and how Staff, Customer records, and access are shared across multiple Locations within your account.

⚠️ Please Note: If you choose to allow Staff Members to be assigned to more than one Location, you can set up separate schedules for each Location through each Staff Member's profile. When setting up a Staff Member's schedule across two or more Locations, do not overlap hours between Locations.

✏️ Viewing and Editing Location Information

Many settings and details configured when a Location was created can be modified at any time. This section covers how to view and edit Location information as either a Headquarters or Location Administrator.

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To edit Location information:

Navigate to the Location's Site Administration page using the Location drop-down at the top of the page.
Select the Settings tab.
Click into any of the specific fields and update the company name, Location name, address, or other details.
Click Update to save your changes.

💡 Pro Tip: If your Location is not sharing Headquarters Values, you can also review configuration settings that determine scheduling rules specific to that Location. Click any of the pages listed under the Preferences navigation on the left side to view and adjust those settings.

🗑️ Deleting a Location

🔔 Reach out to support first, if you are considering deleting a Location, please reach out to our Support team. They will work with you to review your situation, discuss alternatives, and assist with any configuration changes.

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🔍 Evaluate Your Options

Before deleting a Location, consider whether a configuration change may better suit your needs.

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Prevent Customer Booking

If you only want to prevent customers from creating new Appointments in a Location, you can turn off that Location's ability to appear in the Customer View, without deleting the Location entirely.

Adjust Open Hours or Set Days Off

You can also change or restrict open hours to effectively turn off scheduling for a Location without permanently removing it.

⚠️ Impacts of Deleting a Location

When a Location is deleted, everything associated with that Location is permanently removed. Below is a complete list of what will be deleted.

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Customers — If you share Customers between Locations but a Customer was originally created in the Location being deleted, any Appointments they have in other Locations will be impacted.
Staff Members — If you are using the Staff Member sharing feature, please contact our Client Services team or submit a support ticket through your account before proceeding.
Appointments — All Appointments linked to the deleted Location will be removed. If a Customer from a remaining Location had Appointments in the deleted Location, those Appointments will also be removed.
Rooms
Services
Children
Time Clock Entries

⛔️ This action cannot be reversed. All Customers, Staff Members, Appointments, and other system data associated with the deleted Location will be permanently removed.

📍 Location Attributes

The Location Attributes feature lets you create and assign multiple levels of organization to each account Location. This feature requires the API to surface each level of organization through a custom interface. Users can then select from each level of organization: Attributes and Values, to find the Locations that meet their criteria.

⛔️ Please Note: This feature is only available to Platinum Tier accounts and above. For questions or options to upgrade, contact our Support team.

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✨ Setting Up Attributes & Values

Below are steps to enable Location Attributes.

⚠️ Please Note: Users with the access type of Location Administrator will only have access to manage attributes and values for their designated Location.

To manage assignments across all Locations at once, click the Bulk Manage Location Attributes button. You must create your Location Attributes before assigning Attribute Values to them.

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Click the Settings tab.
Select Locations Preferences on the left.
Set Preference #7 (Enable location attributes. Attributes allow users (patient or provider) to refine a location search by selecting available options. In Site Admin, this preference will work when Provider Sharing is enabled) to Yes.
Click Update.

📋 Field Descriptions

A reference guide to the fields and settings available when creating and managing Attributes and Values.

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Attribute — The highest level of organization assigned to a Location.
Value — The second level of organization associated with an Attribute.
Assigned Locations (Count) — The number of Locations the Attribute or Value is assigned to.
Max Values — The maximum number of Values that can be assigned to an Attribute. Leaving this field blank allows an unlimited number of Values.
Min Values — The minimum number of Values that must be assigned to an Attribute.
Status — Setting items to Enabled allows Values to be assigned to Attributes. Disabled items cannot be assigned to Locations. When an Attribute is set to Disabled, any Attribute Values assigned to it will be disabled for all Locations.
Values Count — The number of Values assigned to an Attribute.

📌 Adding & Removing Attribute Values

Step-by-step instructions for assigning and removing Attribute Values from one or more Locations.

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To Add an Attribute Value

Click the checkbox to the left of the Location name(s) you want to update.
Select the Attribute Values in the left column that should be assigned to the selected Locations.
Click Add Location Attribute Values.

To Remove an Attribute Value

Click the checkbox to the left of the Location name(s) you want to update.
Select the Attribute Values in the left column that should be removed from the selected Locations.
Click Remove Location Attribute Values.

To Remove an Attribute

Click the checkbox to the left of the Location name(s) you want to update.
Select all Attribute Values in the left column that are assigned to the Attribute you want to remove.
Click Remove Location Attribute Values.

⚠️ Please Note: Deleting an Attribute will also delete all values assigned to it across all Locations.

❓ Frequently Asked Questions (FAQs)

Find answers to common questions or additional details that may not be covered in the main instructions.

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Can the term "Location" be changed to something else in the system?