Search Knowledge Base Articles

Locations — User Guide

Locations — User Guide

Module: Fixed Equipment
Audience: IT administrators, facilities managers, warehouse supervisors
Version: 1.0.0
Last updated: 2026-07-22

Overview

Locations is where you define physical sites — head office, branch offices, warehouses, and job sites — and see what equipment is stored or assigned at each place. Each location can have a parent location (for hierarchy), a manager, full address, optional currency, and a photo. The location detail page is an operational hub: assets, accessories, consumables, and components linked to that site appear in separate tables with filters and actions.

You can also manage locations from Settings → Locations; the data is the same, but only the main Locations menu provides the inventory hub view.

Prerequisites

Task Permission
View the location list and detail hub Fixed Equipment → Locations → View (or View own)
Add a location Fixed Equipment → Locations → Create
Edit a location Fixed Equipment → Locations → Edit
Delete a location Fixed Equipment → Locations → Delete

Asset check-out actions on the location detail page require Assets → Create (or View for read-only columns).

Step-by-step: View the location list

  1. Go to Fixed Equipment → Locations.
  2. Review columns:
    • Location name — click View in row options to open the detail hub
    • Parent — hierarchical parent site, if any
    • Assets — count of assets currently in stock at this location
    • Assets assigned — count of assets checked out to this location
    • Address, manager, currency, and created date

Expected result: A register of all sites with quick asset counts.

Step-by-step: Add a location

  1. On the Locations page, click Add.
  2. Complete the form:
    • Location name (required)
    • Parent — optional parent site for hierarchy
    • Manager — staff member responsible for the site
    • Address, City, State, Country, Postal code
    • Location currency — optional; overrides display context for the site
    • Upload image — optional site photo
  3. Click Submit.

Expected result: The location appears in the list. It is available in location dropdowns across Assets, Accessories, and checkout flows.

Step-by-step: Edit a location

  1. In the list, open the row menu and click Edit.
  2. Update fields in the modal (same layout as create).
  3. Click Submit.

Step-by-step: Open location details (inventory hub)

  1. In the list, click View on a row.
  2. Left panel — location photo, parent, manager, address, currency, and map (when address geocoding succeeds).
  3. Right panel — four sections:
    • Assets — equipment with this default location; filter by model, status, supplier; check-out/check-in from here
    • Accessories — quantity items stored at this site
    • Consumables — consumable stock at this site
    • Components — component inventory at this site

Use the Back button to return to the location list (or a referring screen when opened via ?re= link).

Expected result: A single-page overview of everything tied to the site.

Step-by-step: Check out an asset from location detail

  1. On the location detail page, find the asset in the Assets table.
  2. Click Check-out on the row.
  3. Set status, choose Check out to (staff, another asset, or location), dates, and notes.
  4. Click Check-out.

Expected result: The asset moves to checked-out state; counts on the location list update on refresh.

Field reference

Field Required Description
Location name Yes Display name for the site
Parent No Parent location for hierarchy (e.g. Building → Floor)
Manager No Staff member responsible for the site
Address No Street address; used for map geocoding
City / State / Country / Postal code No Full address components
Location currency No Currency associated with the site
Image No Thumbnail in list and detail panel

Common issues

Symptom Likely cause What to do
Map not displayed Address incomplete or geocoding unavailable Fill full address; check geo API configuration with admin
Asset count seems low Count shows in-stock assets only (checkin_out in) Open detail hub for full filtered list including checked-out items
Deleted location still on old assets Delete does not reassign linked records Edit assets to set a new default location before deleting
Cannot see Add Missing Create permission Ask admin to grant Locations → Create
Settings vs Locations menu Same data, different screens Use Locations menu for inventory hub; Settings for quick CRUD

Related features

  • Assets — default location and checkout target
  • Accessories — quantity items per site
  • Inventory — goods receipt uses separate FE warehouses, not fe_locations
  • Settings → Locations — alternate entry point for create/edit

Did you find this article useful?

Related Articles

  • Accessories — User Guide

    Accessories — User Guide Module: Fixed Equipment Audience: IT administrators, warehouse staff, opera...

  • Assets — User Guide

    Assets — User Guide Module: Fixed Equipment Audience: IT administrators, operations staff, asset man...

  • Audit — User Guide

    Audit — User Guide Module: Fixed Equipment Audience: Asset managers, internal auditors, operations l...

  • Components — User Guide

    Components — User Guide Module: Fixed Equipment Audience: IT administrators, asset managers, hardwar...

  • Consumables — User Guide

    Consumables — User Guide Module: Fixed Equipment Audience: IT administrators, warehouse staff, opera...