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Every hospital starts with one location, named “Main”, so nothing here needs setting up before it works. Free and Essential (including the 30-day Essential trial) keep one active location; Team lifts that to as many as the hospital operates from, and unlocks the Revenue by location report. Add each site here — you can then pick a location on an invoice or when booking an appointment.
This is not the same as Departments. Departments are service structures inside one building (Internal Medicine, Gastroenterology). Locations are separate physical premises — a downtown clinic and a suburban clinic are two locations, each of which can have its own departments.

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What this tab controls

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Locations by plan

Downgrading from Team never deactivates or deletes anything — every location that was active stays active, and its history stays exactly as it was. The tab shows a banner (“Your plan includes 1 location; 3 are active. Deactivate extras or upgrade”) and refuses to add or reactivate a location past your plan’s limit until you deactivate one or upgrade back to Team.

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The default location

One active location is always the default — marked with a star badge in the list. It is where a new appointment, invoice, shift or sale is recorded when nothing more specific applies. A brand-new hospital’s “Main” location starts as the default automatically. An owner or manager can change it any time with Make default; you cannot deactivate the current default without choosing a different one first.

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Set it up

1

Open Locations

Go to Settings → Locations.
2

Add a site

Select Add location, name it something staff will recognise (“Downtown Campus”, “West Wing Annex”), and add an address if you want one recorded.
3

Pick it going forward

A Site field now appears when booking an appointment, and a Location field appears when raising an invoice, already filled in with a sensible guess — pick a different one if the visit is actually happening somewhere else. Leaving it blank never leaves a record unattributed: for an appointment, the clinician’s scheduled shift at a site if they have one covering that time, otherwise where the person creating the record is currently working (see Working location below), and failing that the default location. An invoice raised automatically for an appointment always takes that appointment’s own location.

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Working location — for the day, not just for you

Two more settings decide “where am I working right now,” in order:
  1. Working location — a switcher in the top bar, next to your notifications. Pick a location and everything you create for the rest of the day defaults there; it resets the next day.
  2. Home location — set once by an owner or manager, per team member, in Settings → Staff (the ⋯ menu → Set Home Location). This is where that person is filled in by default on days they haven’t switched.
Neither is offered unless the hospital has more than one active location.

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Deactivating, not deleting

There is no delete button, deliberately. Deactivate removes a site from the picker on a new invoice or appointment while keeping every past record — and the figures in Financial Reports — exactly as they were. A closed premises’s history stays attributable to it, which is the whole point of tracking locations in the first place.

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Financial Reports — Revenue by location

On Team, the Revenue by location report on the Financial Reports page groups billed revenue by site. An invoice with no location picked — from before this was set up, for example, or created before upgrading — is grouped as “Unassigned” rather than dropped, so the report still totals to everything billed.

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Common issues

Only an owner or manager can add, rename or deactivate a location. Everyone else can still see the list and pick a location on an invoice or appointment.
That’s expected — deactivating only removes it from the picker for new records. Every invoice and appointment that already named it keeps reporting against it.
Two locations in the same hospital can’t share a name (capitalisation doesn’t matter). Pick a different name, or edit the existing one instead.
You’re on Free, Essential, or the Essential trial, and there’s already one active location. Deactivate it before adding another, or upgrade to Team for unlimited locations.
That location is the current default. Use Make default on a different active location, then deactivate the one you’re closing.
It only appears once the hospital has more than one active location.