Purpose: This article explains how Workplaces work in Administrate and how they are used to group Locations for scheduling, Personnel eligibility, availability management, and automation workflows.
Workplaces help organizations manage operational coverage across multiple Locations while improving scheduling visibility and staffing coordination.
Table of contents
Overview
Workplaces in Administrate allow you to group multiple Locations into a single logical grouping.
A Workplace is a logical operational grouping used for scheduling, Personnel eligibility, availability filtering, and automation workflows. A Workplace is not a physical Location itself.
Workplaces are primarily used for Personnel and Instructor management when scheduling Events, and for filtering availability and resource calendars across multiple Locations.
- Group multiple training Locations into all places an Instructor or Personnel member could reasonably work, for example Edinburgh and Glasgow if they are commutable.
- Define which Locations individual Instructors or Personnel are eligible to work in.
- When creating Events, only Personnel associated with the selected Event Location within a Workplace are shown.
- Filter the Availability Calendar to focus only on Personnel who can work in a particular Location or region.
- Select Workplaces when creating Automatic Registration Rules to define which learners are affected by the rule.
Set up Workplaces
Note: You must be a Super User to create or manage Workplaces.
- Open the Control Panel.
- Select Regions, Locations, Countries.
- Open the Workplaces tab.
- Click Create Workplace.
- Enter a name for the Workplace.
- Select the Locations that belong to the Workplace. Locations must already exist in the system.
- Click OK.
Using Workplaces
Workplaces are used across several areas of the platform to control Personnel eligibility, improve scheduling visibility, and support operational automation.
Workplaces can be used together with:
- Personnel Roles
- Availability Calendar
- Automatic Registration
- Event scheduling and staffing workflows
Contact record
You can assign one or more Workplaces to an Instructor or Personnel Contact via their Contact record.
Once assigned, only Personnel associated with the relevant Workplace will be available when creating Events for Locations within that Workplace.
This can be used together with Personnel Roles, achievement requirements, and Personnel Exceptions to manage delivery eligibility and scheduling availability.
Availability Calendar
You can filter the Availability Calendar by Workplace to view Instructor and Personnel availability across multiple Locations at once.
This helps you quickly understand the impact of scheduling decisions when managing Personnel or other resources across regions.