Managing Multiple Locations
How multi-location gyms and studios are set up in Gleantap, how users switch between locations, and what visibility roles have.
Multi-location businesses (chains, franchises, or a single brand with several clubs) are set up in Gleantap in one of two ways. Which one your account uses affects how users switch context, how pipelines work, and who sees which contacts.
This page covers both patterns, when each is used, and how to work in them.
The two multi-location patterns
Pattern A — One workroom per location
Each club or studio has its own workroom — a fully separate workspace with its own contacts, segments, campaigns, flows, pipelines, and reports.
When it's used:
Franchise groups where each location is a separate business entity
Chains where each location has different marketing, offers, or campaigns
Corporate accounts where cross-location contamination of contact lists is undesirable
How users work in it: teammates who need access to multiple clubs are invited to each workroom, and switch between them using the workroom switcher (see below).
Pattern B — Multiple locations inside one workroom
One workroom holds all clubs. Each contact has a Location attribute identifying which club they belong to. Segments, reports, and pipelines can filter by location.
When it's used:
Chains with tightly-shared marketing (same campaigns, same offers across clubs)
Businesses where members regularly visit multiple locations
Accounts prioritizing a single unified view over strict club-by-club separation
How users work in it: everyone works in one workroom and uses the Location filter (on segments, contacts, pipeline, reports) to slice by club.
Which pattern is your account on? If you have a workroom switcher at the top-right (next to your avatar) that lists your clubs, you're on Pattern A. If you have a Location filter/dropdown on the segments and contacts pages, you're on Pattern B. Some agency setups combine both — one workroom per brand, with multiple locations inside each.
Switching between workrooms (Pattern A)
If your account has multiple workrooms and you're invited to more than one, you can move between them without logging out.
Click your avatar in the top-right of the app.
The dropdown shows every workroom you're a member of.
Click the workroom you want to open.
The app reloads into the selected workroom. All your data (contacts, segments, pipelines) is scoped to that workroom until you switch again.
A teammate who should see three clubs must be invited to all three workrooms. Adding them to one doesn't automatically grant access to the others. See Add / Remove Sub Users.
Locations inside a workroom (Pattern B)
Every contact has a Location attribute. It's set when the contact is created — from your CRM sync, form submission, CSV import, or the API — and drives filtering everywhere in the app.
Where you'll see location filters:
Audience → Contacts — filter the contacts list by location.
Segments — build filters using the
Locationattribute (under Account Info). See Filter Options.Sales Pipeline — filter the pipeline view by location.
Reports & Dashboards — most reports have a location filter or per-location breakdown.
Setting a contact's location:
Via CRM sync (Mindbody, ClubReady, ABC, etc.) — the location field syncs from the source system.
Via form or landing page — set the Location field on the form/page config.
Manually — open the contact profile and edit the Location field.
Via API — include the
locationfield in the request body when creating or updating a contact.
Roles and location visibility
Gleantap roles are feature-level, not location-scoped.
Roles control which modules and actions a user has access to — for example, "view campaigns", "edit contacts", "delete flows". A user's role doesn't restrict them to a subset of locations within a workroom.
In practice:
Pattern A (workroom-per-location): location scope is enforced by workroom membership. A user only sees the workrooms they've been invited to. If someone shouldn't see Club B's data, don't invite them to Club B's workroom.
Pattern B (multi-location workroom): any user with a given permission (e.g., "view contacts") sees data across all locations in that workroom. The Location filter is a view convenience, not a security boundary. If strict per-club isolation matters, use Pattern A instead.
See Add / Remove Sub Users for how roles and permissions are configured.
Pipelines in a multi-location account
Sales pipelines are always workroom-scoped — a pipeline lives in one workroom and doesn't span multiple.
In Pattern A, each club has its own pipeline(s). To review pipelines across clubs, switch workrooms.
In Pattern B, one pipeline can contain contacts from all locations. Use the Location filter at the top of the pipeline board to focus on a single club, or leave it unset to see everyone.
Linked pipelines across workrooms are supported in specific setups (e.g., agency or corporate accounts) — if this applies to yours, your account manager will have configured it. Otherwise, treat each workroom's pipeline as independent.
Adding a new location or workroom
Both require a support request.
Adding a new workroom (a new club as its own workspace, Pattern A) — email support@gleantap.com with the new location's name, address, and which teammates should have access. Your account manager will provision it and invite users.
Adding a new location to an existing workroom (Pattern B) — email support@gleantap.com with the location name. Once added, it appears in the Location dropdown across the app; you can then start assigning contacts to it.
There's no self-serve UI to create either today.
Common scenarios
"Just took over another location — how do I get it added to Gleantap?"
Email support@gleantap.com. Include:
Location name and address
Whether it should be its own workroom (Pattern A) or a location inside your existing workroom (Pattern B) — if you're not sure, we'll help you decide
Which of your existing teammates need access
The source system for that location's data (Mindbody, ClubReady, etc.) so we can set up the sync
"A lead should be moved from one club to another"
In Pattern A (workroom-per-location): contacts don't move automatically between workrooms. If you need to move a lead from Club A's workroom to Club B's, you'll need to either re-create them manually in Club B or contact support for a cross-workroom transfer.
In Pattern B (multi-location workroom): open the contact profile and change the Location attribute. Segments, pipelines, and reports will pick up the change on next refresh.
"A lead disappeared from my pipeline"
Walk through:
Are you looking at the right workroom? In Pattern A, contacts only appear in the pipeline of the workroom they belong to.
Is the location filter set? In Pattern B, if the pipeline is filtered to Club A and the contact was reassigned to Club B, they'll no longer appear in this view. Clear the filter or switch to Club B's view.
Was their pipeline stage changed? Pipelines display contacts by stage. If a stage was skipped or the contact was moved off-pipeline, they may not be in the view you expect.
Was the contact merged or deleted? Check Activities on the contact profile — merges and deletions are logged there.
"One admin should only see their own club's data, not other clubs"
Pattern A: don't invite them to workrooms they shouldn't see. Workroom membership is the enforcement layer.
Pattern B: this isn't supported today — location filters are a view convenience, not a security boundary. If strict per-club data isolation is required, ask support about migrating to Pattern A.
"Can I view multiple clubs' pipelines side by side?"
Not natively in one view. Either:
Switch workrooms (Pattern A) — quick to compare with two browser tabs open to different workrooms.
Use the location filter on the pipeline (Pattern B) — swap between locations from the same board.
Use Reports for a cross-location roll-up of pipeline metrics rather than the live board.
"Can a role be limited to one location?"
Not today. Role permissions are feature-level. Use Pattern A (separate workrooms) if per-club user isolation matters. See Add / Remove Sub Users.
Related pages
Add / Remove Sub Users
Filter Options
Pipeline Overview
Integrations
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