📍 Manage and filter locations
How to set up locations, assign them to employees, and use them for filtering throughout the application
Content of this article
1. Create locations in administration
3. Location during user import
5. Important: Location history for monitorings & coachings
Overview
Alongside Project and Team, a third building block is now available to organize employees: the Location. This allows physical or organizational locations to be mapped and used for targeted filtering of employees, monitorings, and coachings.
Each employee belongs to exactly one location. User administrators centrally manage the available list of locations in the administration.
1. Create locations in administration
Under Administration → Locations, user administrators create all locations that should be available for selection in the system.
🔍 Click to enlarge
A location consists of the following details:
• Title – the name of the location, e.g., "New York"
• External Reference (optional) – a freely selectable code for linking with external systems, e.g., "SHA256"
The following actions are available:
Add location – create a new location via the button in the top right corner.
Edit – adjust the title or external reference via the three-dot menu.
Deactivate or delete – remove locations that are no longer needed.
Set as default – mark a location as the default (recognizable by the "Default" badge).
💡 Good to know
• Each tenant starts with a location named "Default", which can be renamed.
• There is always exactly one default location.
• There must always be at least one active location.
2. Set location for employees
When creating or editing a user, you will find the new Location field in the employee master data. It is implemented as a single-select dropdown with autosuggest: you type and receive matching suggestions from the stored locations.
• The default location is already pre-selected upon creation.
• Existing users have been automatically assigned to the default location.
• Users who are created automatically (e.g., during the first Single Sign-On) also receive the default location.
• The location is displayed in the user list as well as in the personal profile.
Changes to a user's location are logged in the Audit Log.
3. Location during user import
The user import file supports an optional "Location" column. The matching is done via the location name.
⚠️ Important
The import does not create new locations. If a location is unknown or inactive, this will be shown as an error in the preview. Create required locations in the administration beforehand.
4. Filter by location
The new location filter is available in the following areas:
• User list in the administration (team and project filters have also been added here)
• Monitoring overview as well as the monitoring history of an employee
• Coaching overview as well as the coaching history of an employee
• All five coach reports
The location filter can be combined with all other filters. If you open an employee's history from an overview, your current filter selection is automatically applied.
5. Important: Location history for monitorings & coachings
The core behavior of this function
Every monitoring and every coaching saves the location that the employee had at the time of creation.
• If an employee changes location later, past monitorings and coachings remain with the old location.
• Only new entries count for the new location – reports do not change retroactively.
• This behavior corresponds to the already known principle for team and project.
During the rollout, existing monitorings and coachings were tagged with the respective employee's location at that time.
Exception: "Action required" on the coaching pages refers to the employee as a person and therefore filters according to their current location.
6. Location in lists and Excel export
Everywhere the team was previously displayed in a list, the location now additionally appears:
• Monitoring list and Coaching list
• Both reports
• Coaching details
In the Excel export (monitorings and coachings), a new "Location" column has been added directly after "Team".
7. Frequently asked questions
Can an employee be assigned to multiple locations?
No, each employee belongs to exactly one location.
Can external systems also access locations?
Yes. External systems can filter the user list by location. When creating monitorings or coachings via the interface, a past location can also be specified, for example, to backfill historical data.
What happens if I delete a location that is still assigned to employees?
Deactivate the location instead. Already assigned employees and historical entries remain unaffected; the location is simply no longer available for new assignments.