Sites & Locations

Manage your organization's sites, locations, and rooms with map visualization

Sites & Locations

The Sites & Locations feature lets you define and manage your organization's physical locations, including depots, warehouses, offices, job sites, and individual rooms or zones within them. Use the map view to visualize all your sites geographically.

Accessing Sites & Locations

Navigate to Sites/Locations in the sidebar (or access it through search). The page title reads "Sites, Locations & Rooms."

Creating a Location

1. Click "New" in the top right corner of the Sites & Locations page.

2. Enter Location Details

   • Name -- A descriptive name for the site (e.g., "Main Depot", "Workshop B")
   • Type -- The kind of location (Site, Building, Floor, Room, Zone, etc.)
   • Parent Location -- If this is a sub-location, select the parent (e.g., a room within a building)
   • Street Address -- Physical address of the location
   • Country -- Country where the location is situated
   • Latitude / Longitude -- GPS coordinates for map placement

3. Save -- Click "Create" to add the location.

Location Hierarchy

Locations support a parent-child hierarchy, allowing you to model complex facility structures:

Main Depot (Site)
  ├── Building A (Building)
  │   ├── Ground Floor (Floor)
  │   │   ├── Workshop (Room)
  │   │   └── Parts Storage (Room)
  │   └── First Floor (Floor)
  │       └── Office (Room)
  └── Parking Lot (Zone)

The parent location is shown in the table as "Parent" column, making it easy to understand the hierarchy at a glance.

Geofencing for clock-in

Each site can carry an optional geofence radius (in metres). Time Tracking uses it to decide whether an employee clocked in from the expected place.

• Leave Geofence radius blank and the site plays no part in clock-in checks.
• Set it and the time-tracking service, on every clock-in, finds the nearest tenant site that has a radius configured and:
  • Stamps site_location_id on the time entry with that site's id, so it shows up in the "Site" column of Review Timesheets.
  • If the clock-in position is outside the radius, adds an outside_geofence flag to the entry.

Typical values: 50 m for a single building, 150 m for a depot with parking, 500 m for a loose construction site. Too tight and you'll get false outside_geofence flags from routine GPS jitter; too loose and the check stops being meaningful. 100–150 m is a safe default for most urban sites.

Map View

Click the "Map View" button in the top right to switch from the table view to a map visualization. The map displays all locations with GPS coordinates as markers, giving you a geographic overview of your organization's sites.

Stats Cards

The top of the page shows summary statistics:

• Total number of locations
• Count by location type (Sites, Buildings, Rooms, etc.)

Filtering and Search

Use the table toolbar to:

• Search -- Find locations by name
• Refresh -- Reload the latest data

Location Detail Page

Click any location in the table to view its full details:

• Location name, type, and hierarchy
• Address and GPS coordinates
• Child locations (sub-locations within this site)
• Associated assets (assets assigned to or based at this location)

Permissions

Site and location management is typically available to Admin and Manager roles.

Best Practices

• Create a logical hierarchy that reflects your actual facility structure
• Always enter GPS coordinates so locations appear on the map view
• Use consistent naming conventions across sites
• Keep addresses up to date for accurate reporting and navigation
• Use location types consistently (Site for top-level, Building/Room for sub-levels)

Related Links

• Managing Assets -- Assign assets to locations
• Dashboard Overview -- Monitor fleet operations across sites