Create sites and location hierarchies

Sites identify facilities where equipment can be deployed. Locations add detail within a site, such as a building, floor, laboratory, room, cabinet, or bench.

Before you begin

You need access to Assets and permission to read sites. Creating or changing sites and locations requires the corresponding structure permissions.

Create the client first when the site belongs to a customer. Leave the client empty for one of your organisation's own facilities.

Plan the hierarchy before entering it. Locations cannot cross site or organisation boundaries, and moving a location later changes its current parent without erasing historical references.

Create a site

1. Open the correct organisation.
2. Select Assets.
3. Select Sites and locations.
4. Select Create site.
5. Select a Client, or leave No client — internal site selected.
6. Enter the required Name.
7. Add a Code and Description when they help users identify the facility.
8. Select the correct Timezone.
9. Add address details when required.
10. Select Save site.

The active site appears in the site list and can receive equipment assignments. Its timezone is used for site-local due dates and reminder evaluation, so verify it before operational work begins.

Add a root location

1. Select the site in Sites and locations.
2. Select Add root location.
3. Enter the required Name.
4. Add an optional Code and Description.
5. Leave Parent location empty.
6. Select Save location.

The location appears at the top level of that site's location tree.

Add a child location

1. Expand the location tree and find the intended parent.
2. Select Add child beside that parent.
3. Enter the location details.
4. Confirm the selected Parent location.
5. Select Save location.

The child appears beneath its parent. Repeat this process only as far as the hierarchy is useful for assignment, filtering, and audit evidence.

Edit or move a location

1. Find the location in the tree.
2. Select Edit / move.
3. Change its name, code, or description when you have location-update permission.
4. Change Parent location when you have location-move permission.
5. Select Save location.

Only active locations in the same site are offered as parents. The system prevents invalid hierarchy relationships. A move changes the current tree; it does not move the site itself or rewrite equipment deployment history.

Deactivate or reactivate structure

Use Deactivate when a site or location should stop receiving new operational assignments but may be used again. Use Activate to restore it when the structure is valid and available.

A location is operationally available only when it and its ancestors are active. Deactivating a parent therefore prevents new assignments to its descendants. Existing historical records remain available.

Archive safely

Archiving is a controlled end-of-life action, not a cleanup shortcut.

• Archived sites and locations remain in audit history.
• Handle non-archived child locations before archiving their parent.
• Confirm that equipment no longer needs a new assignment to the structure.
• Use Deactivate instead when the closure may be temporary.

Select Archive only after reviewing those effects and confirming the prompt. Archived structure is not restored through the ordinary user interface.

If setup fails

• A site requires a name and a valid IANA timezone.
• A country code, when supplied, must contain two letters.
• A new location requires an active selected site.
• A child or moved location requires a valid active parent in the same site.
• Missing buttons usually indicate that your membership lacks the required permission.

See Troubleshoot unavailable selections for missing sites, locations, and inactive ancestors, or Troubleshoot update conflicts after a concurrent structure change.

Next steps

• Register equipment
• Equipment and rotation
• Roles and permissions