Locations represent the physical or operational places where your employees work—such as offices, regions, branches, or remote groups.

Establishing Locations early helps you organize your workforce, support regional compliance, streamline approval workflows, and provide accurate context for reporting and analytics.

Locations are one of the key context dimensions in ClayHR, alongside Org Units and Job Profiles, and they play a foundational role in permissions and visibility across the system.

Creating a Location

1. From the top-right, click Set up.
2. Select Organization Setup.
3. Under Organization Details, click Locations.
4. Enter the required details, such as Location Name and Description.
5. Save your changes.

Your new location is now available for employee assignment, reporting, and workflow routing.

Assigning Users to Locations

You can assign (or reassign) users to locations in three different ways, depending on your needs.

1. Assign one User at a time (through the Employee Record) - See instructions below
2. Assign or update Locations in bulk - See instructions below
3. Assign Locations via import - See instructions below

Using Nested Locations

ClayHR supports hierarchical (nested) locations, allowing you to mirror real-world geographic or operational structures. Examples include:

• Country → Region → Office
• State → City → Branch
• HQ → Floor → Workspace

Nested Locations make it easy to group employees accurately and manage workflows or reporting aligned to your geographic model.

How Location Nesting Works (Parent Location)

To create a nested structure, each location can be assigned a Parent Location. The Parent Location becomes the higher-level container or category for the location.

Assigning Users to Locations

You can assign (or update) employee locations in three different ways, depending on your needs and scale.

Method 1 — Assign One User at a Time (Through the Employee Record)

Use this method for small updates or individual corrections.

1. Navigate to People → Directory.
2. Select the employee to open their profile.
3. Click Edit Person.
4. In the Work Details section, choose the correct Location from the dropdown.
5. Save your changes.

Method 2 — Assign or Update Locations in Bulk

Ideal for large teams or reorganizations.

1. Go to People → Directory
2. Select the top right icon for Bulk User Update.
3. Filter your segment of Users by the filters available
4. Select and confirm your Users Selection.
5. Choose the location you want to apply.
6. Confirm and apply the update.

Bulk updates ensure consistency and save significant time during reassignments.

Method 3 — Assign Locations via Import (New or Existing Users)

Use imports when onboarding large groups or making wide structural updates.

3.1 Importing New Employees

Include a Location column in your import template and specify each employee’s location.

3.2 Updating Existing Users

1. Export your user list to a spreadsheet.
2. Add or update the Location column.
3. Re-import the updated file through the Import module.
4. ClayHR automatically applies the new location values.

Imports provide the most scalable and controlled method for managing location assignments.

Why Locations Matter

Locations are a foundational dimension in ClayHR because they:

• Organize employees into meaningful geographic or operational groups.
• Support regional compliance requirements—such as holidays, work hours, or local policies.
• Enable location-based filtering, reporting, and segmentation, improving accuracy across dashboards and analytics.
• Power permissions and workflow routing, ensuring approvers and managers see only relevant data.
• Enable targeted communication, such as messaging by office, region, or site.
• Support bulk updates, scheduling, and workforce planning aligned with physical operations.
• Improve ATS job visibility: When using the Applicant Tracking System (ATS) and publishing positions through third-party job boards or integrations, Location Details are often a mandatory fields. Providing accurate location information helps job boards target your postings to the right applicants and improves relevance and reach.

Locations serve as a critical structural element alongside Org Units and Job Profiles, helping ClayHR accurately reflect how your organization operates.

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