How do I add a new location to my dashboard?

Adding a new location to your Optix dashboard allows you to manage multiple spaces from a single account. Each location can have its own address, service hours, resources, plans, and more. When you add a new location, there are several areas across your dashboard that may need to be configured to ensure everything works correctly for your members.

This guide covers:

Creating the location: Add the location and configure its core details
Setting up resources: Create bookable spaces and assets at your new location
Configuring plans and passes: Ensure your membership offerings include the new location
Checking related settings: Review users, permissions, automations, and other features that reference locations

How to create a new location

To add a new location:

Navigate to Settings > Organization > Locations
Click Add location
Enter the location name and address details
Click Save

Once created, open the location to configure the following details:

General: Location name, visibility (visible or hidden in-app)
Contact info: Primary contact admin, additional contacts, phone, email, website
Address: Street address, unit number, written directions for members
Service hours: The days and times your location is open. These hours
determine the default times during which resources are bookable
Photos: Upload images of your space to display in-app
Wi-Fi & Welcome message: Wi-Fi name, password, and a welcome message members see when they first visit
Location amenities: List amenities available at this location
Invoicing overrides: Billing address, tax number, payment instructions, and tax rate specific to this location

For more details on each of these settings, see How do I update my location details?

New location setup checklist

After creating your location, review the following areas to ensure everything is configured correctly.

Resources

Every resource belongs to a location. If your new location has bookable spaces, desks, rooms, or equipment, you will need to create resources under this location. Check that the resource types, service hours, and booking policies are set up correctly.

Plans

Plan templates can be set to apply to all locations or specific locations. If your existing plans should be available at the new location, update each plan template to include it. Also review the plan's included items and access rules, as these may be restricted to specific locations or resources. Learn how to add locations to a plan

Passes & Products

Like plans, passes and products can be set to all locations or specific locations. If you sell passes or products that should be available at the new location, update their location settings. Check included access, allowance, and visibility rules as well.

Users & Teams

Consider whether any existing users or teams should have their primary location updated to the new location. The primary location affects invoicing, dashboard filtering, and automation conditions. Learn more about primary locations

Admin permissions

Admins can be restricted to specific locations. If you have location-restricted admin accounts, update their permissions to include the new location if needed.

Assignments

If you use assignments for private offices or dedicated desks at the new location, create those assignments after the resources are set up.

Availability blocks

If you use availability blocks for holidays, maintenance, or special hours, check whether they should include the new location. Blocks can apply to all locations or specific ones.

Tours

Tours are location-based. If you offer tours at the new location, configure the tour availability and calendar sync for this location.

Calendar sync

If you sync external calendars (Google Calendar, Office 365) with resources or tours, set up the calendar connections for your new location's resources.

Automations

Review any automations that use location-based conditions (e.g., "primary location is X"). If the new location should be included in existing automation workflows, update those conditions accordingly.

Forms

If you use Sign-up, Tour, Drop-in, or Inquiry forms on your website, check whether the new location should appear as an option. Learn more about Forms

Check-ins

Check-ins are location-based. If your new location uses check-ins or day rates, confirm the check-in pricing and tax settings are configured.

Access control

If you use an access control integration (e.g., Seam, Kisi, Salto), configure the access groups and mappings for the new location's doors and locks.

Invoicing overrides

If the new location has different billing details, tax rates, or payment instructions from your organization defaults, configure the invoicing overrides in the location settings. Learn about multi-location invoicing

Announcements & Feed

If you post announcements or feed updates by location, ensure the new location is included where relevant.

FAQs

Do I need to update every plan and pass when I add a new location?

Only if they are set to specific locations. Plans and passes set to "all locations" will automatically include the new location. If they are restricted to specific locations, you will need to add the new location manually.

Will existing users automatically see the new location?

Yes, as long as the location is set to Visible. Users will be able to see it in the app's location selector. However, their primary location will not change automatically.

Can I hide a location while I'm still setting it up?

Yes. Set the location visibility to Hidden while configuring it. Once everything is ready, switch it to Visible so members can see it in the app.

How do I move a resource from one location to another?

You will need to edit the resource and change its assigned location. Note that this may affect existing bookings and assignments tied to that resource.

Does adding a new location affect my subscription?

The number of locations included depends on your Optix plan. Contact your Customer Success Manager or check your subscription details if you are unsure.