Managing locations

Add, edit and remove the saved locations your jobs and careers page draw on.

Saved locations are your organisation's own list of sites. Recruiters pick from the list when they set up a job, candidates see the names in the location filter on your careers page, and HR users can be limited to the locations you create here. You manage the list under Settings > Locations.

Who can manage locations

System Admin and HR users can open the page, add, edit and remove locations, upload images and change the saved location setting. Other roles do not see the page. Recruiters and hiring managers can still choose from the list when they create or edit a job.

If your organisation is part of a group, a company selector appears at the top of the page. Locations are kept separately for each company, so choose the company first and then add or edit its locations.

Add a location

Go to Settings > Locations.
Select Add Location. If the list is empty, the button sits under the message "No locations yet. Add your first office location."
Enter a Location Name (up to 100 characters). This is the only required field. It is the name recruiters pick and the name candidates see in the careers page filter, so use something they will recognise, such as "Manchester Office".
If the location is not a physical site, turn on Remote Location. The address fields are hidden because they do not apply.
Otherwise fill in the address details: Address (up to 500 characters), City, County and Region (up to 100 each), Post Code (up to 20) and Country (up to 100). Region and Country are free text, for example "East Midlands" or "Scotland". If you leave Country blank it is saved as GB.
Select Save.

The list is shown in alphabetical order. Each row shows the name with the city, county, region and post code underneath, and a different icon for remote locations.

Add an image

Images appear on the careers page and can only be added after the location has been saved once. When you first create a location the image area says "Save the location first to add an image."

Select the edit (pencil) icon on the location.
Select Upload image and choose a file. JPEG, PNG, WebP and SVG files are accepted, up to 2 MB.
The preview appears straight away and the image is saved without you needing to select Save.

To swap it, use the replace icon on the preview. To take it off, use the remove icon (Remove image). If the upload fails you will see "Image upload failed. Please try again." Check the file type and size and try again.

An image is only shown to candidates if the job is linked to that saved location and per-location imagery is turned on. That switch is Enable per-location imagery in your careers page settings.

Edit a location

Select the edit icon, change the details and select Save. The saved location updates everywhere it is listed: the location picker, the careers page filter and the HR location access screen.

A job takes a copy of the location details at the moment someone picks the location. Editing the saved location later does not rewrite the text on jobs that already use it. If a job needs the new details, open the job and pick the location again.

Remove a location

Select the delete (bin) icon on the location. It disappears from the list straight away, with no confirmation prompt. The location is deactivated rather than erased, so nothing is lost from the jobs that use it, but there is no button in Settings to bring it back. If you removed one by mistake, add it again.

A deactivated location:

no longer appears in the location picker when someone creates or edits a job;
is no longer offered in the careers page location filter, unless a live job still carries that location name;
no longer appears in the list of locations you can assign under HR location access.

Jobs that already use the location keep their location text and are not changed.

Where saved locations are used

Job details

When someone creates or edits a job, the location section has a Use saved location button. It opens a searchable list of your active locations, each shown with its city and country. Picking one fills in the job's location name, city, county, post code and country in one go. If there are no saved locations, the list says "No saved locations yet." and users with access to settings get a Manage in settings link.

If someone then types over any of the location fields by hand, the job stops being linked to the saved location.

Requiring saved locations

Turn on Require jobs to use a saved location at the top of the Locations page if you want every job location to come from your list. The explanation on screen reads: "When on, the job location must be chosen from your saved locations. Free-text entry is disabled." The change saves as soon as you flick the switch.

With this on, the location fields on the job form are locked and the picker is the only way to fill them in. Only active locations are accepted. Jobs that already have a free-text location are left alone, and can be saved as they are, but changing the location on one means picking from the list. If you turn the setting on before adding any locations, users cannot set a job location until you add some.

Careers page

The location filter on your careers page lists every active saved location, plus any location on a live job. A candidate can pick a saved location that has no live jobs and will see that there are no vacancies there, rather than the location being missing. If you would rather not show the filter at all, that is Hide location filter in your careers page settings.

HR location access

An HR user can be limited to the jobs at specific locations. In the access screen for an HR user, choose Specific locations and tick the locations from your active list. The other options are All locations and None. Deactivating a location removes it from that list. HR location access is managed under Roles & Permissions and can be changed by System Admin users only.