Assign employees and jobs to locations
Creating locations is only step one. To get the benefit — clean reports, regional dispatching, per-branch commissions — every record needs to know which location it belongs to. This article shows you how to assign locations across Service Buddy.
Assign an employee to a location
Section titled “Assign an employee to a location”- Click Settings → Manage Team (under Team Settings).
- Click the pencil icon on the employee’s row to open the Update Employee drawer.
- In the Location dropdown, pick the location they work at.
- Click Update.
Each employee has one home location, shown in the Location column on the team list so you can see at a glance who belongs where.
Location fills itself in on new records
Section titled “Location fills itself in on new records”Once an employee has a location, every quote, job, and invoice they create starts with that location already selected. Someone working the Downtown counter doesn’t pick “Downtown” forty times a day, and records stop landing in reports unassigned because somebody was in a hurry.
They can still change it on any individual record — a Downtown associate writing a quote for the Westside branch just picks Westside before saving.
Assign a job to a location
Section titled “Assign a job to a location”- Create or open a job.
- In the header, open the Location dropdown.
- Pick the location for this job.
- Save the job.
Once set, the job inherits the location’s phone number, email, and address as defaults on any invoice or quote created from it.
Assign an invoice to a location
Section titled “Assign an invoice to a location”- Create or open an invoice.
- In the header, select Location.
- Save.
Your client’s invoice PDF now shows the location’s “From” block — address, phone, email — instead of the company default. That’s handy when clients pay based on which branch served them.
Assign a purchase order to a location
Section titled “Assign a purchase order to a location”- Open or create a purchase order from Purchase Orders in the left sidebar.
- Select Location.
- Save.
The PO is tagged to that branch’s inventory, so when goods arrive, they’re tracked as stock for the right location.
Filter by location
Section titled “Filter by location”Every list view has a Location filter at the top: Employees, Jobs, Invoices, Purchase Orders, Clients, Reports. Pick a location to see only that branch’s records.
This is how branch managers can scope their dashboards to just their own work, and how regional managers can roll up numbers across multiple branches.
What happens next
Section titled “What happens next”- Location-tagged records flow through every downstream feature. Commission reports can be run per branch. Scheduling respects location boundaries. Tax rates apply per location if configured.
- If you move an employee from one location to another, update their record. Old jobs stay tied to the old location (that’s the history); new jobs pick up the new one.
- Set the home location early. When you add a new employee, set their location right away — it pre-fills on every quote, job, and invoice they create from then on.
- Audit once a month. Run a quick report grouped by location. Any “Unassigned” rows mean someone forgot to pick a location — fix those before they pile up.
- Close old locations carefully. Before deleting a location, reassign all open jobs and active employees. History remains intact.
Why bother assigning records to locations?
Three reasons: (1) reporting — you can see revenue, sales, and commissions per branch; (2) dispatch — schedulers see only the people who work at their branch; (3) branding — the right “From” address and phone show on the client invoice.
Can a job at one location use materials from another’s inventory?
Yes — there’s no inventory wall between locations on jobs. The location tag controls reporting and which “From” details appear on the client document, not which warehouse the material physically came from.
What if a sales associate works across two stores?
Set their employee record to whichever store they’re based at most — that’s the one that pre-fills on new records. When they write up work for the other store, they change the Location on that quote, job, or invoice before saving. Reports follow the location on each record, so their work is credited to the right branch either way.
Do I have to set a location on every record?
Strongly recommended for clean reports, but not strictly enforced. Records without a location bypass the location filter and don’t show up in branch-by-branch breakdowns. In practice, setting each employee’s home location handles this for you — new records arrive with the location already filled in.
Can I change the location that pre-fills for someone?
Yes — update the Location on their employee record and new records pick up the change straight away. Records they already created keep the location they were saved with.
Can I move past records to a different location?
Yes — open the record (job, invoice, PO) and change the Location field. Reports update accordingly. Useful when reassigning historical work after a branch consolidation or rename.
How do locations affect commissions?
Commissions follow the assigned employee, but you can filter the commission report by location to see total payouts per branch. Useful for branch managers who manage their own P&L.
Why isn’t a specific location showing up in the dropdown?
Either the location was deleted, or your user role doesn’t have access to it. Admins and Office Staff typically see all locations; other roles may be scoped. Confirm in Settings → Locations that the location exists and is active.
What happens to old jobs when I rename a location?
Old jobs keep showing the new name (the underlying location ID is the same — only the label changed). If you want a fresh location instead, create a new one and reassign open work, leaving the old name attached to history.