Managing Your Locations

What the Locations page is for

Open Locations from the left menu. This is where you manage every shop, café, or site you run. Each shop owns its own address, scanners, sign-up QR and numbers — so you can see exactly how each one performs.

If you only have one shop, you land straight inside it. If you run several, you see a list of shops to choose from.

The shops list

Each shop shows as a card with its name, a status badge (Main, Open, or Paused), its address, and three quick numbers: new customers (30d), total sign-ups, and scanners.

At the top you have two tabs:

• Shops — the list of your locations (this is the default).
• Activity — scan activity across all your shops, cards and scanners in one feed. Open a specific shop to also see Changes — a per-shop feed of adjustments made from the dashboard, visible to Owners and Admins only (see below).

Use the All / Active / Paused / Removed filter to narrow the list, and Compare locations to put your shops side by side — new customers, coming-back rate and rewards per location. Removed shops live under the Removed filter, where you can restore them.

Inside a shop

Click a shop to open it. You'll see:

• How this shop is doing — New customers (30d), Sign-ups (all time) and Scanners. Tap See full insights for the deep dive.
• Runs here — with 2+ active shops in your org, this list shows every program actually live at this shop right now — the real answer to "does this run here", set per-program under Where this runs on its Setup tab. Click any row to jump straight there. See Choosing Which Shops a Program Runs At.
• Sign-up posters here — the sign-up link/QR for each program at this shop. Your Main location gets one automatically for every published program via your main link; other shops need you to add one with Add another poster. This list is separate from Runs here above — a poster can exist at a shop the program has since been scoped away from (it's flagged Not running here), and a program can run at a shop with no poster at all. Each poster has a Poster button to print or share its QR.
• Scanners — the tablets or phones at your registers (see below).
• Address — set the shop's address to power Nearby reminders, so your card can gently buzz customers when they're close by.
• Your page — optionally claim a public page for this one shop, at its own `passtastic.io/{address}` link. See Give Each Location Its Own Public Page for how it works and what happens to the address if you pause or remove the shop.

Switch from This shop to Activity at the top of the page to see what's happened here. Scans is the scan report you already know, still the default view. Owners and Admins also see Changes — every stamp, point, note or balance change made from the dashboard at this shop, with who did it. See See Who Changed What for the full picture.

To rename a shop, change its address, or pause it, use Edit location at the top of the shop. To close a shop for good, open the ⋯ menu next to Edit location and choose Remove shop (see the FAQs below).

Scanners

A scanner is the device at each register that stamps cards and adds points. Scanners are shared across your whole business — one key per tablet.

In the Scanners section of a shop you can:

• Add a scanner — creates a login key. Enter that key on the tablet to sign it in.
• Status — under each scanner's name: Signed in · last used 2 min. ago means a device is signed in with that key and when it last did something; Not signed in on any device means no phone or tablet is using the key yet — open Show key and scan it on the device.
• Show key — reveal a device's key again later to copy it.
• Open Scanner settings to limit which cards it accepts, add labels, or set Limits for this device — the most stamps or points it can give out per hour, across all customers. Per-customer limits (like a wait between awards) are set on each program's Setup tab instead — see Editing Your Card.
• Revoke key — signs a tablet out immediately.

For the full device setup (installing the app and signing in), see Add a scanner device.

Recording actions from the dashboard

If you add stamps, points or notes from the Customers page rather than with a scanner, Passtastic records which of your shops it happened at.

One location: nothing to do. Everything you record is attributed to it automatically.

More than one location: a Working at selector appears above your customer list. Pick the shop you're in and it's remembered on that computer — so the till at each shop can stay set to its own location, even when everyone signs in with the same account.

It starts on your default location, so check it before your first action of the day — anything you record goes to whatever it currently shows. Change it whenever you move between shops.

Scanners are unaffected: a scanner always records its own assigned location, whatever the selector says.

Switching between shops

When you're on the Locations page, a location picker appears in the top bar. It shows the shop you're viewing (or All locations for the list). Open it to jump straight to any shop, or choose Add a location to open a new one.

Adding scanners and shops as you grow

At the bottom of each shop, under Growing? Add the right thing, you'll find two cards:

• Add scanner — another device for this shop.
• Add another site or shop — a separate shop with its own address, numbers and scanners.

There's no pushy upsell — the price only shows at the moment you add. When you click, a calm confirmation opens:

• If it's included in your plan, it says so plainly — nothing to pay.
• If you're beyond what your plan includes, it shows the exact monthly price (prorated from today) before you confirm.

Buying an add-on is an owner action. If your plan doesn't offer extra locations at all, the confirmation points you to upgrade your plan instead. See Understanding plan limits for how limits work.

One surprise worth knowing: if a program's Where this runs was scoped only to the shop you're removing, it doesn't stay narrowed — it reverts to running at all your remaining shops, because a program can never be scoped to "no shops". The Remove-shop confirmation names how many programs this affects before you confirm, but restoring the shop afterward does not bring the narrower scoping back — check that program's Setup tab if that's not what you want. See Choosing Which Shops a Program Runs At.

Ready to open your next shop? Add it from your Locations page in a couple of clicks. Go to your dashboard