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Location Management

Organize and manage physical locations, facilities, and assets through comprehensive location hierarchy management in True Tracker.

Overview​

Location Management enables administrators to create, organize, and manage hierarchical location structures that represent your physical facilities, buildings, floors, rooms, and equipment locations for efficient maintenance operations.

Accessing Location Management​

  1. Sign in with administrator privileges
  2. Navigate to Settings → Location Management
  3. Or access through Admin Panel → Configuration → Locations

Note: Requires administrator or system configuration permissions.

Location Hierarchy​

Standard Hierarchy Levels​

Five-Level Structure

Site/Campus
├── Building/Facility
│   ├── Floor/Level
│   │   ├── Zone/Area
│   │   │   └── Room/Space
│   │   │       └── Equipment Location

Example Structure

Manufacturing Campus
├── Main Production Building
│   ├── Ground Floor
│   │   ├── Production Zone A
│   │   │   ├── Assembly Room 101
│   │   │   │   ├── Workstation A1
│   │   │   │   └── Conveyor Belt CB-01
│   │   │   └── Quality Control Room 102
│   │   └── Production Zone B
│   └── Second Floor
│       ├── Office Area
│       └── Conference Rooms
├── Warehouse Building
└── Maintenance Shop

Location Types​

Site/Campus Level

  • Corporate headquarters
  • Manufacturing facilities
  • Distribution centers
  • Regional offices
  • Service centers

Building/Facility Level

  • Office buildings
  • Production facilities
  • Warehouses
  • Maintenance shops
  • Utility buildings

Floor/Level

  • Ground floor
  • Upper floors
  • Basement levels
  • Mezzanine levels
  • Roof levels

Zone/Area

  • Production zones
  • Office areas
  • Storage areas
  • Common areas
  • Restricted areas

Room/Space

  • Individual rooms
  • Work areas
  • Storage spaces
  • Utility rooms
  • Equipment rooms

Creating Locations​

Basic Location Setup​

  1. Access Location Creation

    • Click "Add New Location" button
    • Select location level from hierarchy

  2. Location Information

    • Location Name: Clear, descriptive name
    • Location Code: Unique identifier (e.g., BLDG-A, FL-02, RM-101)
    • Description: Detailed location description
    • Location Type: Select from predefined types

  3. Hierarchy Settings

    • Parent Location: Select parent in hierarchy
    • Location Level: Confirm hierarchy level
    • Sort Order: Position within parent location
    • Status: Active, Inactive, or Under Construction

  4. Physical Properties

    • Address: Complete physical address
    • GPS Coordinates: Latitude and longitude
    • Square Footage: Area measurements
    • Capacity: Occupancy or equipment capacity

  5. Contact Information

    • Location Manager: Responsible person
    • Emergency Contact: Emergency response contact
    • Phone Number: Location-specific phone
    • Email: Location contact email

Advanced Configuration​

Operational Settings

  • Operating Hours: Standard operating schedule
  • Time Zone: Location-specific time zone
  • Climate Control: HVAC settings and requirements
  • Security Level: Access control requirements

Maintenance Settings

  • Maintenance Team: Assigned maintenance personnel
  • Service Providers: Contracted service companies
  • Emergency Procedures: Location-specific procedures
  • Safety Requirements: Special safety considerations

Asset Integration

  • Asset Categories: Types of assets at location
  • Equipment Inventory: Equipment assigned to location
  • Utility Systems: Power, water, gas, network connections
  • Environmental Monitoring: Temperature, humidity, air quality

Managing Locations​

Editing Locations​

  1. Select Location

    • Navigate through location tree
    • Click "Edit" button or location name

  2. Update Information

    • Modify location details
    • Change hierarchy relationships
    • Update contact information
    • Adjust operational settings

  3. Impact Assessment

    • Review assets assigned to location
    • Check work orders for location
    • Assess user access permissions
    • Plan change communication

  4. Save Changes

    • Apply modifications
    • Update child locations if needed
    • Notify affected personnel
    • Update documentation

Location Status Management​

Active Locations

  • Fully operational
  • Available for work orders
  • Asset assignments allowed
  • Full functionality enabled

Inactive Locations

  • Temporarily out of service
  • Limited functionality
  • Historical data preserved
  • Can be reactivated

Under Construction

  • New locations being built
  • Limited access
  • Preparation for activation
  • Planning and setup phase

Decommissioned

  • Permanently closed
  • Read-only historical data
  • Assets relocated
  • Cannot be reactivated

Moving and Reorganizing Locations​

Location Moves

  1. Select location to move
  2. Choose new parent location
  3. Update hierarchy relationships
  4. Reassign assets if necessary
  5. Update work orders and schedules
  6. Notify affected users

Bulk Operations

  • Move multiple locations
  • Update location properties
  • Reassign maintenance teams
  • Update contact information

Asset Assignment​

Assigning Assets to Locations​

Individual Assignment

  1. Navigate to location
  2. Go to Assets tab
  3. Click "Assign Assets"
  4. Select assets from inventory
  5. Set assignment type (permanent/temporary)
  6. Confirm assignments

Bulk Assignment

  1. Select multiple assets
  2. Choose "Assign to Location"
  3. Select target location
  4. Set assignment parameters
  5. Apply assignments
  6. Update asset records

Asset Hierarchy

  • Assets inherit location properties
  • Sub-locations can have specific assets
  • Asset moves update location history
  • Location-based asset reporting

Equipment Location Tracking​

Fixed Equipment

  • Permanently installed equipment
  • Location-specific maintenance schedules
  • Utility connections and requirements
  • Access and safety considerations

Mobile Equipment

  • Equipment that moves between locations
  • Current location tracking
  • Movement history
  • Location-based availability

Portable Tools

  • Tool assignment to locations
  • Check-out/check-in tracking
  • Location-based tool inventory
  • Maintenance and calibration scheduling

Work Order Integration​

Location-Based Work Orders​

Automatic Location Assignment

  • Asset-based location inheritance
  • Default location for work types
  • User location preferences
  • GPS-based location detection

Location-Specific Workflows

  • Location-based approval processes
  • Site-specific safety requirements
  • Local contractor assignments
  • Emergency response procedures

Maintenance Scheduling​

Location-Based Scheduling

  • Group maintenance by location
  • Optimize technician travel
  • Coordinate facility access
  • Schedule utility shutdowns

Multi-Location Projects

  • Cross-location work coordination
  • Resource sharing between locations
  • Project timeline management
  • Communication coordination

Access Control and Security​

Location-Based Permissions​

Access Levels

  • Public areas (unrestricted access)
  • Restricted areas (authorized personnel only)
  • Secure areas (special clearance required)
  • Hazardous areas (safety training required)

User Access Management

  • Location-specific user permissions
  • Role-based location access
  • Temporary access grants
  • Emergency access procedures

Security Integration​

Access Control Systems

  • Badge reader integration
  • Biometric access control
  • Visitor management
  • Security camera integration

Safety and Compliance

  • Safety zone definitions
  • Hazardous material locations
  • Emergency evacuation routes
  • Compliance monitoring points

Reporting and Analytics​

Location Performance Metrics​

Maintenance Metrics

  • Work orders by location
  • Response times by location
  • Cost analysis by location
  • Equipment uptime by location

Utilization Metrics

  • Space utilization rates
  • Equipment utilization
  • Energy consumption
  • Occupancy patterns

Cost Analysis

  • Maintenance costs by location
  • Utility costs by location
  • Operational efficiency
  • Cost per square foot

Standard Reports​

Location Summary Reports

  • Location inventory
  • Asset assignments by location
  • Work order statistics
  • Cost summaries

Performance Reports

  • Location efficiency metrics
  • Maintenance performance
  • Energy usage analysis
  • Space utilization reports

Compliance Reports

  • Safety inspection status
  • Environmental compliance
  • Access control audits
  • Emergency preparedness

Integration Features​

Facility Management Integration​

Building Management Systems (BMS)

  • HVAC system integration
  • Energy management
  • Environmental monitoring
  • Automated controls

Computer-Aided Facility Management (CAFM)

  • Space planning integration
  • Move management
  • Lease management
  • Occupancy tracking

Geographic Information Systems (GIS)​

Mapping Integration

  • Location visualization
  • Asset mapping
  • Service territory mapping
  • Route optimization

GPS Integration

  • Mobile location services
  • Asset tracking
  • Work order location verification
  • Emergency response coordination

Mobile Location Management​

Mobile Access​

Location Navigation

  • Interactive location maps
  • GPS-based location finding
  • QR code location identification
  • Voice-activated location search

Field Operations

  • Location-based work order creation
  • Asset location verification
  • Photo documentation with location tags
  • Offline location data access

Location Services​

GPS Tracking

  • Technician location tracking
  • Asset location verification
  • Work order location confirmation
  • Emergency response coordination

Geofencing

  • Location-based notifications
  • Automatic check-in/check-out
  • Security alerts
  • Compliance monitoring

Best Practices​

Location Structure Design​

Hierarchy Planning

  • Align with physical structure
  • Consider operational needs
  • Plan for future expansion
  • Keep structure logical and intuitive

Naming Conventions

  • Consistent naming standards
  • Clear, descriptive names
  • Avoid abbreviations when possible
  • Use standard terminology

Code Systems

  • Unique location codes
  • Hierarchical coding structure
  • Easy to remember and type
  • Integration with other systems

Implementation Strategy​

Phased Rollout

  1. Start with major locations
  2. Add detail levels gradually
  3. Train users on navigation
  4. Monitor usage and feedback
  5. Refine structure as needed

Data Quality

  • Accurate location information
  • Regular data validation
  • Consistent data entry
  • Ongoing maintenance

Troubleshooting​

Common Issues​

Location Navigation Problems

  • Verify hierarchy structure
  • Check location status
  • Review user permissions
  • Confirm search functionality

Asset Assignment Issues

  • Check location-asset relationships
  • Verify assignment permissions
  • Review location capacity
  • Confirm asset availability

Performance Issues

  • Optimize location hierarchy depth
  • Reduce unnecessary location levels
  • Improve search indexing
  • Streamline location data

Maintenance Tasks​

Regular Reviews

  • Monthly location audits
  • Quarterly structure reviews
  • Annual optimization assessment
  • Continuous improvement planning

Data Maintenance

  • Location information updates
  • Hierarchy adjustments
  • Asset assignment verification
  • Contact information updates

Getting Started​

Initial Setup​

  1. Plan Location Structure

    • Map current facilities
    • Define hierarchy levels
    • Establish naming conventions
    • Plan for future growth

  2. Create Core Locations

    • Start with major facilities
    • Add primary building levels
    • Configure basic settings
    • Test navigation and search

  3. Add Detail Levels

    • Create room and area levels
    • Add equipment locations
    • Assign assets to locations
    • Configure access controls

  4. Train Users

    • Explain location hierarchy
    • Demonstrate navigation
    • Provide location guidelines
    • Monitor initial usage

Next Steps​

After setting up locations:

Effective location management provides the foundation for organized maintenance operations, efficient resource allocation, and comprehensive facility management throughout your True Tracker system.