How to Create and Manage Locations

How to create and manage locations

Locations are the physical places assets live — a campus, a building, a floor, a room.

Requirements

• Available on: All plans
• Roles: Owner, Admin can create, edit, and archive. Everyone else can read.

Steps

1. Go to Dashboard → Locations.
2. Click New Location.
3. Enter a name. Names are unique within your organization.
4. Optionally choose a parent location.
5. Save.

Locations are hierarchical

Locations nest to any depth by way of a parent:

Manchester Campus
 └── Building A
      └── Floor 2
           └── Room 204

This is what lets multi-site and multi-campus estates work without a flat naming convention. You do not need "Manchester – Building A – Floor 2 – Room 204" as a single string.

See Hierarchical location structure.

Naming locations

Name each level for what it is, not its full path. The hierarchy supplies the context — the room is "Room 204", not "Manchester Building A Floor 2 Room 204".

Be consistent across branches. If one building uses floors and another uses levels, filtering becomes guesswork.

Include identifying detail people actually use. If everyone calls it "the north workshop", that is a better name than "Workshop 2".

Location is not…

Not a department. Where an asset sits is a location; which budget owns it is a department.

Not a geo position. A geo position is a coordinate pushed in by a tracking system. A location is an organizational place. Sending coordinates does not change which building an asset belongs to.

Not custody. Who has an asset right now is a checkout.

Archiving

Locations are archived, not deleted, so history stays attributable and the action is reversible.

Before archiving a location, move the assets in it — otherwise you have assets filed against a place that no longer appears in your active structure.

Common mistakes

Building the whole hierarchy before adding any assets. Start with the levels you need now. Locations are easy to add later.

Encoding the department in the location name. "Floor 2 – Finance" breaks the moment Finance moves.

Going too deep. Campus → building → floor → room covers most organizations. Shelf-level detail is rarely worth the filtering cost.

Creating a location per asset. Locations are places, not asset records.

Troubleshooting

I can't create a location. It needs Owner or Admin.

The name is rejected. Location names are unique within an organization. An archived location may already hold it.

A location isn't in the asset form dropdown. Check it is not archived.

I can't delete a location. Locations archive rather than delete.

Filtering by a parent location returns nothing. Check the assets are actually filed against a location beneath it.

Related articles

• Hierarchical location structure
• How to move assets between locations
• Location reports
• Categories, locations and departments explained
• How to assign an asset to a location
• Organization structure best practices