Locations

A Location record represents a named site or facility in your organisation. Locations are used primarily to group assets on the booking calendar — each asset can be assigned to one location, and the calendar displays assets organised by their location. Users can also have a location set on their account, which determines how the calendar loads for them by default.

Only Administrators can create and manage Location records.

Location Fields

Field	Description
Location Name	The name of the site or location. This appears as the group heading in the booking calendar.
KeyWatcher Panel Name	Links this location to a specific KeyWatcher key cabinet panel. The name must match the panel name in the KeyWatcher KMaaS system exactly. Only required if you use KeyWatcher. See KeyWatcher Configuration.
Location	The physical address of the site.
Assets Assigned To Location	A view-only panel listing all assets that have this location set on their record.
Users Assigned To Location	A view-only panel listing all user accounts that have this location set on their account.

Creating a Location

You can create a Location record from either of two places in the application.

From the Asset Management dropdown:

From the System Administrator Menu, open the Asset Management dropdown and select Locations.
Select New Location.
Enter a Location Name.
Fill in any other applicable fields.
Select the save tick to save the record.

From Pool Management:

From the System Administrator Menu, open the Asset Booking dropdown and select Pool Management.
In the Locations panel, select New Location.
Fill in the location details and save.

Once saved, the location is available to assign to assets and user accounts.

The Locations List

The Locations list page gives an overview of all locations in the system, with the assets and users assigned to each one. Access it from the System Administrator Menu by opening the Asset Management dropdown and selecting Locations.

The page includes:

A Locations table listing all Location records. Select any row to open that location's record.
A Type selector that switches the lower grid between two views:
Assets at Locations — lists assets grouped by location.
Accounts at Locations — lists user accounts grouped by location.
An Assets and Accounts at Locations grid that updates based on the Type selection.

Where Locations Appear

On assets

The Classification panel on an asset record includes a Location field. Setting this groups the asset under that location in the booking calendar.

To set the location on an asset:

Navigate to the asset and open the Classification panel.
Select the appropriate location in the Location field.
Select the save tick.

Location can also be updated across multiple assets at once using the Bulk Update tool. Learn more about Bulk Updating Assets.

On user accounts

The User Business Role Details panel on a user account includes a Location field. This is used to assign users to the correct vehicle pools for asset booking.

When the Collapse locations other than user location on form load setting is enabled in Booking Configuration, the calendar loads with the user's location expanded and all other locations collapsed — making it easier for users to find the assets nearest to them.

Learn more about Pool Booking Configuration.

In the booking calendar

Assets on the booking calendar are organised by location. Each location appears as a collapsible group. Users can expand other locations to view and book assets at different sites.

In reports

The User/Department/Section Booking Report includes a Total Bookings Per Location breakdown, showing booking activity grouped by the location assigned to each user.

Note: This report reflects the user's current location, not the location they had at the time of each booking.