Multi-Location Employee Access
AccuArk supports businesses that operate across multiple locations. Every employee has a default location, but you can grant additional location access with fine-grained permissions so employees can work across sites as needed. This guide explains how default locations work, how to grant and configure multi-location access, and how location access affects other features.
Default Location
Every employee has a default (home) location that is set during onboarding. The default location controls:
- Which location's data they see on login ÔÇö The dashboard, reports, and lists default to showing data from the home location
- Where their time clock entries are recorded ÔÇö When an employee clocks in without selecting a location, the punch is recorded against their default location
The default location can be changed later from the employee's profile under the Employment tab.
Granting Additional Location Access
To give an employee access to locations beyond their default:
- Open the employee's profile from Employees > Employee List
- Select the Location Access tab
- Click Add Location
- Choose the location from the dropdown
- Configure the location-specific permissions (see below)
- Click Save
Repeat for each additional location the employee needs access to.
Location-Specific Permissions
When you grant an employee access to a location, you configure permissions for that specific location. These permissions are independent ÔÇö an employee might have full access at one location but limited access at another.
| Permission | Description |
|---|---|
| create_transaction | Can create new POS sales and transactions at this location |
| view_transactions | Can view the sales history and transaction records at this location |
| edit_transactions | Can modify or void existing sales transactions at this location |
These permissions are per-location. For example, an employee might have create_transaction and view_transactions at Location A (their home store) but only view_transactions at Location B (where they occasionally help out).
Super Admin Location Bypass
Users with the Super Admin role (role_id=6) automatically have access to all locations in the system. They bypass all location permission checks entirely. You do not need to manually grant location access for Super Admin users ÔÇö they can see and manage data at every location regardless of what appears on their Location Access tab.
Removing Location Access
To remove an employee's access to a location:
- Open the employee's profile and go to the Location Access tab
- Select the location in the grid
- Click Remove
Removing location access does not delete historical data. Past timecards, transactions, and schedule entries at that location are preserved. The employee simply loses the ability to access that location's data going forward.
How Location Access Affects Other Features
Location assignments ripple through several areas of AccuArk:
- Time Clock ÔÇö Employees can only clock in at locations they are assigned to. If they attempt to clock in at an unassigned location, the system will reject the punch.
- Scheduling ÔÇö Shifts are location-specific. An employee only appears in the scheduling grid for locations they have access to.
- Salary Records ÔÇö Salary entries are tied to a location. Payroll reports can be filtered by location to see labor costs per site.
- Data Visibility ÔÇö When browsing employee lists, transaction histories, or reports, users only see data for locations they have access to.
Location Sharing Verification
When a user tries to access another employee's data ÔÇö such as viewing their profile, editing their timecard, or approving their time-off request ÔÇö AccuArk verifies that the two users share at least one common location. If they do not share any locations, access is denied. This check ensures that managers and Location Admins can only interact with employees at their assigned locations. Super Admins bypass this verification entirely.
Tips
- Grant access only where needed ÔÇö Only add locations where the employee actually works or has a legitimate business need to view data
- Review location access during role changes ÔÇö When an employee is promoted, transferred, or changes responsibilities, audit their location access to remove stale assignments
- Use the Location Admin role wisely ÔÇö Assign the Location Admin role to employees who manage a single location; they get broad permissions scoped to their assigned locations without the system-wide access of Super Admin
- Check location access when troubleshooting ÔÇö If an employee reports they cannot see certain data or clock in at a location, the first thing to verify is their Location Access tab
- Keep default locations current ÔÇö If an employee permanently transfers to a new location, update their default location so their login experience and time clock defaults reflect their new home site