Managing Location Access for Global Employees

Assigning specific locations to your global employees is an efficient way for franchise businesses to manage access and reporting. This feature allows you to control which locations a global employee can view and access, streamlining reporting and ensuring they only interact with the data relevant to their role. For instance, a Marketing Manager might need access to all child accounts, while a Regional Manager may only require access to accounts within their specific region. Access is determined by the employee's role and the locations you assign. This article explains how the 'Assigned Location' dropdown works for parent accounts and how it affects location visibility throughout the system.

Things to Know: 

• This feature is only available on parent accounts and can be accessed by parent account owners. It is controlled by the "Enable Assigned Locations" hidden setting, which can only be enabled by the MyTime team. To enable this setting, please contact support@mytime.com 
• The Assigned Location dropdown includes both individual locations and location groups.
• This dropdown does not appear on the owner's profile, as parent account owners automatically have access to all locations. 

• By default, all locations are selected in the dropdown, but you can adjust it to specific ones.

• Global employees will only see data for the locations assigned to them.

• For better access control, it is recommended to create a custom role for the global employees and assign that role before assigning the locations. Learn how to create custom roles for global employees here

Contents:

• Assigning Locations to Global Employees
• Example of Assigned Location Effects

Assigning Locations to Global Employees

1. Log in at the parent level
2. Go to Business Setup > Staff   
3. Open the global employee's staff profile 
4. Assign a role to the staff profile 
5. Click the 'Assigned Location' dropdown below the access level roles and select the desired child locations to assign
6. Click Save

Example of Assigned Location Effects

Scenario: 

Consider a business with 6 locations. Global employee Victoria is assigned to only 3 of these locations.

Reports & Dashboard: The Dashboard and Location filters will display data only for her 3 assigned locations. All child account and location filters in reports will also only include the assigned locations.

Location Management: Victoria will only be able to view, log into, and manage her three assigned locations within the Location Management section. However, her permissions, such as access to clients, schedules, and other features, are still governed by the access control settings set at the parent level.

For more information, contact us at support@mytime.com or (385) 233-6964.    

Related Articles:

Global Employees

Creating Staff Roles 

Location Management