Assigning Team Members to Locations

If your company has more than one location, you can control which offices each team member can work in. Find it in Settings → Team (the page is headed Team Members), on each member's row.

The locations summary

Every team member shows a small locations summary next to their name and role. It tells you, at a glance, where that person can work:

• Assign locations: the member is limited to one or more specific offices. The summary reflects how many they currently have.

• All locations: the member can work across every active office in your company.

Click the summary to open the editor and change which offices the member belongs to.

Editing a member's locations

Opening the summary shows a popover with a checklist of every office your company has. From here you can:

• Check or uncheck individual offices to fine-tune exactly where the member can work.

• Use Select All to grant access to every office at once. This is handy for managers who need to see the whole business.

Each member must keep at least one location, so you can't uncheck the last remaining office. Your changes save when you close the checklist, with no message.

Who can change assignments

Only the company owner can change a member's locations. For everyone else the summary is read-only, so you can see where a person is assigned, but the editor won't let you make changes. The owner always sees the full office list and can assign anyone to any combination of offices.

What location access controls

A member's office assignments decide which data they can see and act on. People only see the contacts, orders, quotes, cemeteries and inventory that belong to the offices they're assigned to. Everything in other offices stays hidden. The owner is the exception and sees data across all active offices.

For orders, Staff can open orders from other locations in Settings → Office Locations widens this. It is on by default, and only the owner can turn it off. With it on, search finds orders from every location, anyone can open and work on those orders, and an order from another location where a to-do is assigned to someone shows on that person's board. Everything else, including the dashboard and Insights numbers, stays with the assigned offices.

Because access follows the record's office, moving an order changes who can work on it. When an order is moved with Change Location, it drops out of view for people who are not assigned to the new office and appears for the people who are. Its invoice, quote and contract are regenerated under the new location at the same time, and records already created in QuickBooks under the old location are voided, with the voided documents left visible.

So if a salesperson should only handle one branch, assign them to just that location. If someone needs the whole picture, use Select All to give them every office.

Related articles:

• How to Manage Team Members

• How Roles and Permissions Work