> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Locations

> Add the sites or branches the hospital operates from, so invoices and appointments can be attributed to one and revenue can be broken down by site.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic']} plans="All plans (a second active location needs Team)" roles="Any staff member can view the list; only an owner or manager can add, rename, deactivate or set the default location" />

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.

<Path steps={['Sidebar', 'Settings', 'Locations']} />

<TaskHeader before="A hospital with more than one premises, tracked as one undifferentiated total" time="A minute per site" after="A location list you can attribute invoices and appointments to" />

<Note>
  This is **not** the same as [Departments](/hospital/settings/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.
</Note>

## What this tab controls

| Control          | What it does                                                                                                                                                                                                    |
| ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Add location** | Opens a panel for a **Name** (required) and an **Address** (optional). Owner/manager only. Refused past your plan's limit — see **Locations by plan** below                                                     |
| **Edit**         | Rename a location or change its address                                                                                                                                                                         |
| **Make default** | Sets which location a new appointment, invoice, shift or sale is attributed to when nothing more specific picks one — see **The default location** below                                                        |
| **Deactivate**   | Stops the location being offered when booking a new appointment or raising a new invoice. It does **not** delete anything. Refused on the current default until you make a different location the default first |
| **Reactivate**   | Brings a deactivated location back into the picker. Refused past your plan's limit, same as adding a new one                                                                                                    |

## Locations by plan

| Plan                                   | Active locations | Revenue by location |
| -------------------------------------- | ---------------- | ------------------- |
| Free                                   | 1                | No                  |
| Essential (including the 30-day trial) | 1                | No                  |
| Team                                   | Unlimited        | Yes                 |

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.

## 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.

## Set it up

<Steps>
  <Step title="Open Locations">
    Go to **Settings → Locations**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Working location — for the day, not just for you

<Availability editions={['clinic']} plans="Team (shown only once you have more than one active location)" roles="Any staff member sets their own; only an owner or manager sets someone else's home location" />

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.

## 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.

## Financial Reports — Revenue by location

<Availability plans="Team" />

On **Team**, the **Revenue by location** report on the [Financial Reports](/hospital/revenue/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.

## Common issues

<AccordionGroup>
  <Accordion title="I don't see an Add location button">
    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.
  </Accordion>

  <Accordion title="A location I deactivated is still on old invoices">
    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.
  </Accordion>

  <Accordion title="Saving a location says it already exists">
    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.
  </Accordion>

  <Accordion title="Adding a location says my plan includes 1 location">
    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.
  </Accordion>

  <Accordion title="Deactivate says to choose another default first">
    That location is the current **default**. Use **Make default** on a different active location, then deactivate the one you're closing.
  </Accordion>

  <Accordion title="I don't see a working-location switcher in the top bar">
    It only appears once the hospital has more than one **active** location.
  </Accordion>
</AccordionGroup>

<StillStuck />