How do I link Locations to employees?

After registering locations and setting up verification methods, you need to define which locations each employee can clock in at.

Day.io allows you to link locations to employees individually, ensuring they can only clock in where they are authorized, if that is the case in your company.

Key actions or configuration

1. Access the People module
   • Go to People in the side menu.
   • Use the search field to find the desired employee and click their row to open their profile.
     
     
2. Open profile settings
   • Go to Employee details and look for the Select locations section.
   • Click to open the list of all registered locations and job sites.
   • Check the boxes for locations where the employee may clock in and uncheck the others.
     • If the employee can punch from any location, leave all the options unchecked, the default in this case will be All locations.
   • Click Save to confirm.
     
     
3. Repeat for other employees
   • Repeat this process for each employee who needs specific location permissions.
   • To apply changes in bulk, in the People menu, select the employees who will be affected by the changes, click Actions at the bottom of the page, then Update locations. Doing this will replace the current locations with the new ones.
     
     

Tips or troubleshooting

• If Allow to clock in/out from any location is enabled in the Settings, the employee can clock in anywhere,  disable this to enforce locations restrictions (individually or globally).
• Location permissions do not affect user roles; an employee without administrative privileges will still be restricted to the selected locations.
• If a location doesn’t appear in the list, ensure it is registered and active in Locations.

Best practices

• Periodically review linked locations to reflect transfers or changes in roles.
• Combine location restrictions with other controls (roles, verification methods) to enhance security.

Frequently asked questions

1. How many locations can I link to an employee?
   There is no limit; you may select as many locations as the employee requires.
2. Can all employees be allowed to clock in at any location?
   Yes. Keep Allow to clock in/out from any location enabled in each employee’s profile, or in the Settings in Attendance, permitting clock‑ins at any registered location.
3. Can employees clock in at unauthorized locations?
   Yes. However, only selected locations will be available; attempts at other locations will be pending.