Introduction
Locations represent the different offices, branches, and sites of your organisation. This section allows you to create and manage locations to identify where assets are physically situated, associate users with their respective workplaces, and help route service tickets based on location.
You can add locations individually or import multiple locations at once using an Excel file, making it easier to manage location details across your organisation.
Using this section, you can:
- Create and Manage Locations: Add new locations and update or delete existing ones as required.
- Organise Assets by Location: Identify where assets are located across different offices, branches, or sites.
- Associate Locations with Users and Tickets: Use location details to identify users' workplaces and support location-based ticket management.
- Import Locations in Bulk: Upload multiple locations using an Excel file instead of adding them individually.
Example: You can create separate locations for your Mumbai and Pune offices and associate assets, users, and service tickets with the appropriate office from the respective modules.
These settings help maintain accurate location records and improve asset tracking, user organisation, and ticket management across your organisation.
In this section, you will learn how to view, add, bulk-import, edit, and delete locations.
Navigation Path: Header > Config > Locations
Viewing the Locations List
Go to Header > Config > Locations. You will land on the main list showing all existing locations.
Figure: Locations Main Screen
Understanding the Main Screen
Table: Locations main screen elements
| Area | Description |
|---|---|
| Sub Header | Use Show (10) to choose how many records you see on one page. Type in the Search box to find a record quickly, or click Refresh to reload the list. |
| Action Buttons | In the top right corner you will find the Download icon (export the list), the Upload icon (opens Bulk Import) and the red + Add Location button for adding a single location. |
| The Data Table | Shows all your locations with their ID, Location Name, Company, Parent Location, Branch Code & Zone, Address, City, State, Country, Zip and Updated At. |
| Sorting | Click the small arrows beside a column name to sort the list (A to Z, Z to A, oldest or newest first). |
| Actions Column | Every row has two icons on the far right: Edit (pencil) to change that location, and Delete (trash can) to remove it. |
How to Create a New Location
To add one location, follow these steps:
Step 1: On the Locations screen, click the red + Add Location button in the top right corner.
Step 2: The "Add Location" pop-up window opens.
Figure: Add Location Modal
Step 3: Fill in the required fields. They are marked with a red asterisk (*), and the form will not save without them:
Table: Add Location – required fields
| Field | Description |
|---|---|
| Company | Choose the company this location belongs to. |
| Location Name | Enter the name of the location (for example, "Mumbai Head Office"). |
| Street 1 | Enter the main street address. |
| Select Country | Choose the country. |
| Select State | Choose the state. |
| City | Choose the city. |
Step 4: Add any extra details you like (optional):
Table: Add Location – optional fields
| Field | Description |
|---|---|
| Parent Location | If this location sits inside a bigger one, choose the parent here. For example, a branch office could sit under a regional office. The parent location must already exist. |
| Location Currency | Choose the currency used at this location (for example, INR - Indian Rupees). |
| Branch Code | Enter a short code for the branch. |
| Zone | Enter the zone, such as North or South. |
| Street 2 | Add any extra address details, such as a building name or landmark. |
| Zip/Postal Code | Enter the postal code. |
| Location Admin | Choose the person who will manage this location. They become the location's administrator. |
Step 5: Click the red Save button. Your new location is created and shows up in the list straight away.
Note: Changed your mind? Click the black Close button or the X in the top right corner. Nothing will be saved.
Bulk Importing Locations
Have lots of locations to add? Instead of entering them one by one, fill them into an Excel template and upload them all in one go.
Accessing Bulk Import
Step 1: On the Locations screen, click the Upload icon in the top right corner.
Step 2: The "Location Bulk Import" screen opens on the Bulk Location Upload tab.
Figure: Location Bulk Import – Upload Tab
Uploading Your File
Step 1: Click Download Location Import Template to get the Excel template.
Step 2: Fill in the template with your locations. Before you upload, read the Upload Notes on the screen. Rows that break these rules will not be imported:
Table: Bulk import validation rules
| Column | Rule |
|---|---|
| Company | Must exactly match a company name already in the system. |
| Location Name | Letters only (A to Z, upper or lower case). |
| Parent Location | Must match a location that already exists in the system. |
| Location Currency | Must be a valid currency code, such as INR. |
| Branch Code / Zone | Can be left empty; otherwise use letters and numbers only. |
Step 3: Drag your finished .xlsx file into the dashed box, or click Upload XLSX File to pick it from your computer.
Step 4: The system reads the file and adds the locations. Afterwards, open the Bulk Location upload info tab to see how many were imported and whether any rows failed (see below).
Viewing Import History
Every upload is logged, so you can always check what happened with each file:
Step 1: Click the Bulk Location upload info tab at the top of the Location Bulk Import screen.
Figure: Location Bulk Import – History Tab
Step 2: You will see a list of every upload, with these details:
Table: Import history columns
| Column | Description |
|---|---|
| ID | A unique number for each upload. |
| Document Name | The name of the file you uploaded. |
| Total Upload | How many rows were in the file. |
| Total Success | How many rows were added successfully. |
| Total Failure | How many rows could not be added. |
| Updated At | When the upload was processed. |
| Username | Who did the upload. |
| Actions | Click the Download icon to get the processed file back. It shows which rows failed and why, so you can fix them and upload again. |
Tip: If some rows failed, download the processed file, fix only the failed rows and upload just those again. The rows that succeeded are already in the system, so re-uploading them could create duplicates.
Managing Existing Locations
Once a record exists, you can look after it straight from the Locations list using the icons in the Actions column:
Edit a location
Step 1: On the Locations screen, find the location you want to update.
Step 2: Click the Pencil (Edit) icon in the Actions column.
Step 3: Update the location details in the form.
Step 4: Click Save to apply the changes.
Delete a location
Step 1: Find the location in the list.
Step 2: Click the Trash Can (Delete) icon for that location.
Step 3: Review the confirmation prompt and confirm the deletion.
Important: Before deleting a location, make sure no active assets or users are still assigned to it.