Creating a schedule for multiple locations requires a balance. You want to maintain a central overview, but local teams must be able to work quickly. If each location uses its own lists, you lose control. If everything is managed too centrally, locations lose flexibility. In this article, you will learn how to set up a multi-location schedule with teams, permissions, availability, skills, swap rules, and clear reporting.
Why multiple locations are extra complex
At a single location, the planner often sees immediately what is going on. With multiple locations, differences in working methods, task names, and agreements arise more quickly. As a result, comparison becomes difficult, and locations start using their own solutions.
- Locations have their own rhythmBusyness, opening hours, and tasks vary.
- Employees are sometimes versatileSomeone can work at multiple locations, but not always.
- Rights must be correctNot everyone is allowed to see or modify everything.
- Swapping can transcend locationBut only if skills and travel time fit.
Target: One central structure with enough local freedom. This way, you maintain an overview without having to centrally approve every minor change.
Step 1. Standardize the basics
Start with the same language for all locations. Use fixed role and shift names. A morning shift must have the same meaning everywhere, even if the exact time differs slightly by location.
| Part | Standard | Local freedom | Why |
|---|---|---|---|
| Service blocks | Morning, afternoon, evening | Times per location | Similar schedule |
| Roles | Counter, floor, key, coordination | Additional local role possible | Prevents name chaos |
| Skills & Tools | Basic, independent, key | Location-specific knowledge | Schedule safely |
| Reporting | Fill level, late changes, no shows | Local explanation | Central insight |
Practical: Standardize where necessary and give locations freedom where possible. Too many exceptions make the system unusable.
Step 2. Work with location teams
Link employees or volunteers to a primary location. Additionally, indicate whether someone is available to work at other locations. This prevents people from unexpectedly showing up at a location they do not know.
- Primary locationThe place where someone usually works.
- Secondary locationLocation where someone can also be deployed.
- Not availableLocations for which there is no knowledge, travel capacity, or permission.
- Location knowledge. Status such as shadowing, trained, independent.
Tip: Treat location knowledge as a skill. Someone may be suitable for the role, but not yet for the location.
Step 3. Set up rights properly
With multiple locations, rights management is important. A local planner must be able to manage their own location, but not accidentally modify the schedule of another branch.
| Role in system | May see | May change | Example |
|---|---|---|---|
| Employee | Own services | Availability and exchange request | View your own schedule |
| Location planner | Own location | Own location schedule | Center branch |
| Regional planner | Multiple locations | Location-transcending plans | Arrange a substitute |
| Concierge | Everything | Settings and permissions | Master planning |
Important: Do not give everyone administrator rights. Too many rights cause errors that are difficult to trace.
Step 4. Collect availability per location
Availability must be location-aware. Someone might be available for location A on Monday, but not for location B due to travel time or appointments. Document this explicitly.
- Availability per half-dayMorning, afternoon, evening.
- Preferred locationWhere does someone want to work?
- Location blockWhere can someone not work?
- Travel distanceEspecially relevant for last-minute replacements.
Step 5. Swapping between locations
Swapping between locations can be convenient, but requires extra checks. The replacement must be able to perform the role, know the location, and fit within the travel time.
| Check | Why | Action in case of error |
|---|---|---|
| Role skill | Substitute can perform task | Block trade |
| Location knowledge | Substitute knows the location process | Request approval |
| Travel time | The replacement can be on time. | Suggest another replacement |
| Rights | Planner may make changes | Engage regional planner |
Rule: Cross-location exchanges always require extra attention. Automation is only possible if role, location knowledge, travel time, and caps are correct.
Step 6. Maintain a central overview of risks
A central planner does not need to adjust every shift, but must see where risk arises. Use a dashboard or overview of open shifts, low utilization rates, and late changes.
- Open services by location. Where are the holes?
- Filling level 48 hours in advanceWhich location is falling behind?
- Late tradeWhere is the process unstable?
- Skill gapsWhich location has too few suitable people?
Rhythm: Let locations plan themselves, but discuss the central risks weekly. This way, you manage based on exceptions, not every detail.
Frequently asked questions
Does every location have to use the same schedule?
The structure must be the same, but times and details may differ. Standardize roles, permissions, and reporting. Keep local times flexible.
How do you prevent employees from being unexpectedly scheduled at other locations?
Work with primary and secondary locations. Only schedule someone outside the primary location if that person is suitable and available for it.
Who approves cross-location exchanges?
Preferably a regional planner or administrator. Local planners can handle their own swaps, but extra oversight across locations is needed.
Get started now
- Standardize service blocks, roles and skills.
- Link people to primary and secondary locations.
- Configure permissions for employee, location planner, region planner, and administrator.
- Collect availability by location and time of day.
- Use extra checks for swapping between locations.
- Monitor open shifts, fill rate, late changes, and skill gaps.
With a good multi-location schedule, you maintain central control and local pace. Teams work within clear frameworks, planners identify risks in time, and swapping between locations becomes safely manageable.
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