7shifts Account Structure - Locations, Departments, and Roles

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.

⚠️ 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. Click on the blue icon located at the bottom right corner of your screen to start a chat!


Access Your Account Structure 

Mobile 📱 Web 🖥️
    1. Login as an Admin > click on the menu icon menuicon.png> tap on Departments and Roles:

    2.  
    3. You'll be taken to the Department/Role page where you can make updates to your account's structure:


Locations

Add a Location
    1. Log in to the web app as an Admin > Head to Settings (or, click your profile icon) > Locations/Departments/Roles.

    2. Select Locations from the tabs on the left.

    3. Click the green + Add Location button:



    4. Enter your Location's name, address, and timezone.

    5. (optional) Copy departments and roles from another location. Click here to learn more!

    6. When you're ready, click Add Location. 

      ⚠️ Billing is per Location, so you will be charged an additional fee when a new Location is added.
    7. Follow the next steps to update your Location details. This ensures accurate reporting across 7shifts.
Update A Location
    1. On the Locations page, click the pencil icon pencil-icon.png next to a Location:

    2. Choose from the following tabs to update your Location settings:

      Pro tip! Be sure to hit 'Save' as you go through each tab and update these settings.

    3. In the General tab, enter your street address, Location name, and timezone.

    4. In the Scheduling Hours tab, enter the earliest shift's start time and the latest shift's end time for this Location. These times should reflect the working hours of the Location, not necessarily the Opening and Closing times for customers. At the same time, you'll be able to set up your Dayparts.

      Check the 'Closed' box to indicate the days that your business is closed.
      Screen_Shot_2022-11-02_at_3.27.11_PM.png

    5. In the Holiday Pay Rates tab, toggle the specific holidays that you would like to apply to the Location:

      Screen_Shot_2022-11-02_at_3.33.36_PM.png

      You will see a list of default holidays based on your country setting (verify this by going to your profile picture > Company Settings > General > Country).

      You can then select which holidays you want to enable, and decide whether to apply a wage multiplier.

      If you have Holidays enabled, but you don't want a holiday to impact the scheduled wages, click the Screen_Shot_2022-10-28_at_9.54.21_PM.png pencil icon next to the holiday, and enter '1.0' as the wage multiplier:

      Screen_Shot_2022-11-02_at_3.37.19_PM.png

    6. To add custom holidays/events, simply click on Add custom holiday > enter the holiday details> click Save:Screen_Shot_2022-11-02_at_3.39.00_PM.png
    7. Shift Feedback

      Here you can access/enable Shift Feedback, which allows Employees to submit feedback on how their shift went via a push reminder.

      ⚠️ Access to this feature may require an upgrade from your current plan.

      Screen_Shot_2022-11-02_at_3.40.44_PM.png
    8. Go to the Onboarding tab, and fill in your legal/registered business name and Employer Identification Number (EIN).
      Screenshot_2023-04-07_at_1.59.48_PM.png

    9. Next, fill in the business or organizational address. To use the same address as your restaurant location, check the “Same as Location Street Address” box:

      Screen_Shot_2022-11-07_at_3.25.50_PM.png 
      1. Your location street address must match this format: Street #, Street Name, City, State, ZIP Code.
      2. If your address is incomplete, you will see an error, prompting you to update your address in the General Tab.

    10. To use a different address, uncheck the “Same as Location Street Address” box and type in your complete address.

    11. Hit Save to complete these changes.

Departments

Each Department can have its own Schedule view in 7shifts. So your number of Departments will usually be determined by the number of schedules you create for each week. 

Add a Department
Mobile 📱 Web 🖥️
     
  1. Login as an Admin > click on the menu icon menuicon.png> tap on Departments and Roles:

  2. On the Department and Role page, tap Edit:



  3. Tap + Add Department under the corresponding Location:



  4.  Enter a Department Name > hit Save: 


Pro Tip! It can be helpful to create separate Departments for each Manager that builds their own schedule (eg: Back of house and Front of house). Multiple managers working on the same schedule can occasionally cause confusion.
Tips For Full-Service Restaurants:

In a full-service environment, you may more likely have several different Roles and more than one manager on duty that employees report to. If these Managers oversee separate groups of Employees (such as FOH and BOH), these groups would be seen as separate Departments within 7shifts. This way, each Manager can manage and communicate with their teams separately or with more ease. 

Example:

Screen_Shot_2022-05-11_at_2.41.13_PM.png

Tips For Quick Service Restaurants:

If your employees work in a smaller space or work Roles on a more interchangeable basis, you may wish to create a single Department so that everyone on your team appears together on the same Schedule. 

Example: 

Screen_Shot_2022-05-11_at_2.54.05_PM.png


Roles

Roles are the specific job titles or positions that Employees will be assigned to. When creating a Schedule, you can assign an Employee to the Role they are expected to perform for that shift (eg:  Server, Bartender, and Dishwasher).

If using Wage Based Roles, you’ll be able to more accurately predict and track your labor costs through each Employee's associated wage, based on the different Roles they are Scheduled for. 

⚠️ If activating a POS integration that provides Actual Labor data, you may wish to recreate Roles in 7shifts similar to the job codes already within your POS.
Add a Role
Add a Department
Mobile 📱 Web 🖥️
     
  1. Login as an Admin > click on the menu icon menuicon.png> tap on Departments and Roles:

  2. On the Department and Role page, tap Edit:



  3. Tap + Add Role under the corresponding Location:



  4.  Enter the Role details (name, color, stations) > hit Save: 



Copying Department & Roles from a Location

Set up a new Location in a few simple clicks! Admins can copy all the existing Departments and Roles from an existing Location, to a new Location.

To copy Departments and Roles with success, the existing Location must have a proper structure in place. The following three components are Location, Department, and Role.

For example: if the Location you wish to copy only contains Roles (and no Departments), the option to copy the Location will not appear.

No existing employee Assignments, Schedule Templates, or other settings are transferred with copied Roles - just the Department and Role titles.

  1. Login as an Admin > Head to Settings (or, click your profile icon) > Locations/Departments/Roles.

  2. Select the Locations tab > click + Add Location:

    Screen_Shot_2022-11-01_at_12.20.36_PM.png

  3. Fill out your Location details:
    Screen_Shot_2022-11-01_at_12.27.46_PM.png
  4. Click Copy departments and roles from another location:
    Screen_Shot_2022-11-01_at_1.32.24_PM.png
  5. Select the Location you would like to copy from, in the dropdown menu:
    Screen_Shot_2022-11-01_at_1.34.05_PM.png

  6. Click Add Location to complete these changes:
    Screen_Shot_2022-11-01_at_1.36.11_PM.png

  7. Select Done to complete setup, and you have successfully set up your new Location!
    Screen_Shot_2022-11-01_at_1.53.16_PM.png

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