Adding Location to User Records

In this article:

• Overview
• Who can do this
• Adding location manually
• Syncing location from an HR integration
• Using location in Workflows
• Things to keep in mind

Overview

Recording a User's Country and State gives you richer, location-aware reporting and automation. It lets you see how your workforce is spread across regions, build Workflows and Dynamic Teams that respond to where someone is based, and deliver the right Pathways for region-specific requirements.

Prefer to watch? Here's a quick walkthrough:

Who can do this

Owners and Admins can add or edit location on any User. Managers and People Managers can edit it on their own direct reports. Configuring HR integrations and Workflows is limited to Owners and Admins.

Adding location manually

1. Go to People and select a User.
2. Select Edit.
3. Choose the User's Country from the dropdown and enter their State.
4. Save your changes.

Syncing location from an HR integration

If you connect an HR system, location can be kept up to date automatically. Deputy, foundU, BambooHR and HiBob sync both Country and State; EmploymentHero syncs Country. Once synced, these fields appear on the User's record without any manual entry.

Using location in Workflows

You can build Workflows that respond to a User's Country or State. For example, to assign a compliance Pathway to everyone based in New South Wales:

1. Go to Settings → Workflows and create a new Workflow.
2. Choose a trigger, such as Person joins (or Profile is updated).
3. Under matching the following criteria, add a condition where State is New South Wales.
4. Add an action to assign the relevant Pathway.

The same Country and State fields are also available as Dynamic Team criteria, so you can group learners by location for assignment and reporting.

Things to keep in mind

• Country is chosen from a fixed dropdown list; State is a free-text field.
• Assign tailored onboarding or compliance Pathways automatically based on where people are located.
• Manage multinational teams with region-specific experiences, and reduce manual updates by letting your HR sync keep location current.

Updated on: 25/07/2026