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  4. Locations / Departments / Roles

7shifts 101: Account Structure (Locations, Departments, and Roles)

Updated

What is an Account Structure?

Arguably one of the most important steps in setting up your 7shifts Account is establishing a well-organized Account Structure. This involves clearly defining your Locations, Departments, and Roles - which together form the backbone of your account.

By organizing your account in this way, you create a framework that simplifies employee schedules, improves communications, and enhances the accuracy of all reporting. By the end of your setup, each employee will be assigned to their respective location, department, and role.

This article is your introduction to understanding your Account Structure in 7shifts. We will define Locations, Departments, Roles, and provide you with the resources to manage your Account Structure.

Table of Contents

Access Your Account Structure
Add Locations
Add Departments
Add Roles
Copying Departments & Roles from a Location

Settings FAQs

Things to Know

⚠️ Only Admins can access Locations and Departments. If you're a Manager/Assistant Manager, you'll only be able to access the 'Roles' area and require the 'Can Manage Roles' Manager Permission.

⚠️ Location settings can only be accessed on the web app.
⚠️ Exercise caution when making changes to your Locations / Departments / Roles. Deleting any of these may result in the loss of important data. Learn more about Backing Up Your Data here.

If you are unsure, please contact our Support team before proceeding.

About Locations, Departments and Roles

Account Structure Glossary

Locations - In 7shifts, each Location represents a separate operational site within your restaurant. Each Location will have its schedule view. This allows you to manage shifts, labor costs, and reporting for each Location individually, ensuring that your staffing needs are met/

Departments - Departments in 7shifts are sub-categories within a Location that group employees based on their specific functions or areas of work. For instance, in a restaurant, you might have separate Departments for the Front of House (FOH) and Back of House (BOH). Creating distinct Departments allows managers to focus on their specific teams, ensuring that shifts are scheduled according to the unique needs of each area.

Roles - Roles are the specific job titles or positions that employees hold, such as Server, Bartender, or Cook. When scheduling shifts, assigning the correct Role to each employee ensures that the right staff is in place for each shift. If you’re using Wage-Based Roles, this also helps in tracking labor costs more accurately. Be sure to give this article a read, that further defines Roles (not to be confused with user types!).

Access Your Account Structure 

The Locations / Departments / Roles page is where you’ll set up the structure for the schedules in your 7shifts account. You can create Roles under specific Departments, and Departments under specific Locations. The Departments and Roles you create in 7shifts will help you quickly assign and organize your employees.

Mobile 📱 Web 🖥️
    1. Login as an Admin.

    2. Tap on the menu icon menuicon.png> tap on Departments and Roles:
      3.  
    3. You'll be taken to the Department/Role page where you can make updates to your account's structure:

 

 

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