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Location Management

This guide covers creating, organizing, and managing location records for your customer sites.

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Accessing Locations

Navigate to Assets > Locations from the sidebar or go to /locations

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The Locations List

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List View

The locations list displays:

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Filtering Locations

Quick Filters:

• Status: Active, Inactive
• Customer: Filter by customer
• Compliance: Compliant, Due Soon, Overdue

Search:

• Location name
• Address
• Customer name
• Postcode/ZIP

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Creating Locations

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Quick Create

1. Go to Locations
2. Click Create Location
3. Enter minimum details:
   • Location name
   • Customer
   • Address
4. Click Create

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Detailed Creation

For complete site records:

1. Click Create Location
2. Complete all sections (see fields below)
3. Add access instructions
4. Upload site photos or documents
5. Click Create

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Location Information Fields

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Basic Information

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Access Information

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Site Details

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Primary Contact

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Linking Locations to Customers

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Automatic Linking

When creating a location:

1. Select the customer from dropdown
2. Location automatically links to customer record
3. All customer jobs can reference this location

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Viewing Customer Locations

From a customer record:

1. Open customer detail
2. Go to Locations tab
3. See all locations for this customer

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Creating Location from Customer

1. Open customer detail
2. Click Add Location
3. Customer pre-selected
4. Enter location details
5. Save

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Map Integration

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Viewing Locations on Map

1. Go to Locations
2. Click Map View toggle
3. See all locations as pins on map
4. Click pins to view location details

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Setting Location Coordinates

Coordinates are automatically set from address. To adjust manually:

1. Open location detail
2. Click Edit
3. Find Coordinates section
4. Enter latitude and longitude
5. Or drag map pin to correct position
6. Save

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Using Maps in the Field

• View nearby locations
• Get directions to site
• See all assets at location on map

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Managing Assets at Locations

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Viewing Location Assets

1. Open location detail
2. Go to Assets tab
3. See all equipment at this site

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Adding Assets to Location

From Location:

1. Open location detail
2. Go to Assets tab
3. Click Add Asset
4. Location pre-filled

From Asset:

1. Create or edit asset
2. Select location from dropdown
3. Save

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Moving Assets Between Locations

1. Open asset detail
2. Click Edit
3. Change Location field
4. Add note explaining move
5. Save

Move is logged in asset history.

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Location Status

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Status Options

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Changing Status

1. Open location detail
2. Click Edit or status field
3. Select new status
4. Add note if needed
5. Save

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Location Documents

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Uploading Documents

1. Open location detail
2. Go to Documents tab
3. Click Upload
4. Select files
5. Add descriptions

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Common Documents

• Site maps and floor plans
• Access agreements
• Safety certificates
• Insurance documents
• Building permits

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Creating Jobs from Locations

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Quick Job Creation

1. Open location detail
2. Click Create Job
3. Job pre-filled with location and customer
4. Complete job details
5. Save

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Viewing Location Jobs

1. Open location detail
2. Go to Jobs tab
3. See all jobs at this location

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Best Practices

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Data Quality

• Use consistent naming conventions
• Keep addresses accurate and complete
• Update access information regularly
• Document parking and entry procedures

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Site Documentation

• Add photos of building entrance
• Include clear access instructions
• Note any hazards or restrictions
• Keep emergency contacts current

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Organization

• Group locations logically under customers
• Use descriptive location names
• Archive inactive locations rather than deleting
• Regular audits to verify accuracy

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Troubleshooting

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Address Not Geocoding

1. Verify address is complete and accurate
2. Check for typos
3. Try adding more detail (unit number, building name)
4. Manually set coordinates if needed

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Location Not Appearing in Dropdown

1. Verify location status is Active
2. Check you’re filtering by correct customer
3. Refresh the page
4. Verify you have permission to view location

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Can’t Delete Location

Locations with linked assets or jobs cannot be deleted:

1. Remove or reassign linked assets
2. Or mark location as Inactive instead
3. Inactive locations preserve history

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Back to Assets | Previous: Managing Assets | Next: Maintenance