Run multiple locations

Running more than one site — branches, venues, stores, trucks, or properties? You don’t need a separate account for each. In Ziptask, you can use teams to isolate each location — a team walls off one site’s lists and staff from the next, while you keep one login, one set of templates, and one owner view across everything.

This guide builds two locations from scratch, each with a Kitchen and a Front of House department, then explains exactly why each site only sees its own work. Swap in your own location and department names as you follow along.

There’s no separate “Locations” feature — this team-based setup is the multi-location setup.

Plan: Teams are on the Pro plan and up. Who can do this: the owner (Root) and admins — with one Root-only step (changing a role) called out below.

Before you start

Turn on Teams. As the owner (Root), go to Account Settings → Feature flags and enable Teams. The Teams page and everything below stays hidden until this is on.
Know the two roles you’ll use:
- Team User — crew. Sees and works on lists for the team(s) they belong to.
- Team Admin — a site manager. Manages and sees everything for the team(s) they belong to.
You choose a person’s role when you invite them. Changing an existing member’s role later is the owner’s (Root’s) job, from the Members page.
Decide your structure. A location with departments works best as one team per location × department. We’ll build four teams in total — two per location.

Step 1 — Set up your first location (Downtown)

1a. Create the two department teams

On the Teams page, choose Create team and make two teams:

Downtown — Kitchen
Downtown — Front of House

Naming tip: lead with the location, then the department (Downtown — Kitchen). It keeps every team for a site together in the list and reads clearly on list cards.

1b. Add each crew member to their department — as Team User

Put people on the one team they actually work:

Open Downtown — Kitchen and add your kitchen crew.
Open Downtown — Front of House and add your floor crew.

Each crew member’s role should be Team User. Inviting someone new? On the Members page use Invite, set their role to Team User, and pick their team right in the invite form (the Team field appears once Teams is on). If they’re already a member with a different role, the owner (Root) updates it on the Members page.

1c. Add the location manager — as Team Admin over both teams

Your Downtown manager should run the whole site, so:

Set their role to Team Admin (chosen at invite, or updated by Root on the Members page).
Add them to both Downtown teams — Kitchen and Front of House.

Because a Team Admin manages every team they belong to, being on both makes them admin over the entire Downtown location — while they still see nothing at your other sites.

An invite adds a person to one team at a time. For a manager who needs two, invite them onto the first team, and once they’ve accepted, open the second team on the Teams page and add them there too.

Step 2 — Set up your second location (Riverside)

Repeat the exact same shape for the next site.

2a. Create its two department teams

Riverside — Kitchen
Riverside — Front of House

2b. Add its crew as Team User

Add each Riverside crew member to their department team (Kitchen or Front of House), each with the Team User role.

2c. Add its manager as Team Admin over both Riverside teams

Set the Riverside manager to Team Admin and add them to both Riverside teams. Keep them off the Downtown teams — that separation is exactly what stops one site’s manager from seeing the other’s work.

You (Root), and any account-wide Admin, don’t need to join any team — you already see and manage every location. Only add someone to a team when you want to limit them to it.

Step 3 — Point each location’s lists at its team

Teams only separate work once your lists carry a team. Templates are shared account-wide, so you build a checklist once and stamp it per site:

Create a list from your template (or from scratch).
Set its team to the right site + department — an Opening checklist becomes Opening on Downtown — Kitchen, and again on Riverside — Kitchen, from the same template.

Shortcut: someone on exactly one team has every list they create stamped with that team automatically. Someone on several teams gets a team picker in the create form.

Why this works: teams are siloed

Once Teams is on, Ziptask decides who can see a list by the list’s team. Here’s the rule, and what it means for the setup above:

A Team User sees only the lists on the teams they belong to (plus anything they personally created or were assigned). So your Downtown — Kitchen crew see Downtown kitchen lists — not the Downtown floor’s lists, and nothing at Riverside at all.
A Team Admin sees and manages only their teams’ lists. Your Downtown manager runs both Downtown departments and sees neither Riverside team.
You (Root) and account-wide Admins see everything, across every location — that’s your oversight view for reporting and spot-checks.

Put simply, each location is a sealed box: crew look into their own department, a manager looks across their own site, and you look down over all of them.

Person	Role	On teams	Can see
Downtown kitchen cook	Team User	Downtown — Kitchen	Downtown kitchen lists only
Downtown floor server	Team User	Downtown — Front of House	Downtown floor lists only
Downtown manager	Team Admin	Downtown — Kitchen + Front	All Downtown lists (both departments)
Riverside manager	Team Admin	Riverside — Kitchen + Front	All Riverside lists (both departments)
You / regional admin	Root/Admin	none needed	Every list at every location

One thing to watch: a list with no team is private to whoever created it (and Root). If a manager says a list is “missing,” it usually just needs its team set — open the list and pick the right one.

Keep it running

Repeat routines per site. Put the schedule on a master list per location team (a nightly close on Downtown — Kitchen, another on Riverside — Kitchen). Every day’s copy spawns onto the right site automatically. See Set up recurring work.
Set a site’s crew once. Assign the standing crew to that master list — every future copy carries the same people, so nobody re-assigns work each morning.

Good to know

Use the built-in roles as-is, or clone them per location. For most operators, Team User and Team Admin are all you need — start there. If you’d rather each location have its own role you can name and fine-tune independently — for tighter, per-location control over what people can do — the owner (Root) can open Team User or Team Admin on the Roles page, hit Clone, and rename the copy per site (e.g. Downtown Manager, Riverside Crew). Adjust that copy’s permissions to taste and assign it when you invite someone or from their member page. Cloning is the only way to base a role on a built-in one, and custom roles are on the Starter plan and up. See Permissions.
A person has one role for the whole account. You can’t make someone a Team Admin at one site and a Team User at another — if they’re Team Admin, they manage every team they’re on. Keep each manager only on their own location’s teams (or give each site its own cloned role, above).
All locations share one subscription, one member list, and one template/tag/customer library. If you need fully separate billing or data per site, use separate accounts instead.
Renaming or closing a site: rename the team and its lists follow automatically; deleting a team removes the team and its memberships but keeps the lists — reassign or archive those first.

What’s next

Set up teams — the basics of teams and multi-team membership.
Invite your team — add each site’s people first.
Multiple Locations — the full reference, including how recurring lists and assignments behave across sites and every limit to know.