What staff see of locations

Most people never manage locations. They pick one when they create a ticket or an asset, and they see a location's details when they open it. This article covers what they see, so you know what to expect when you give a role View locations.

There's no location list outside Admin#

Staff don't have a page that lists every location. The full list, with search, rooms and editing, is Admin › Locations › Locations, for people who can open Admin.

Everyone else meets locations in two places:

• The location pickers on tickets, assets and other forms. They list only the locations the person can see (see below).
• The location page for one location, when they follow a link to it.

The location page#

A location's page is read-only. It shows, top to bottom:

• The header. The location's name, with its abbreviation in brackets. The back arrow returns to the page they came from.
• Location Information. Name, plus Abbreviation and Location Type when the location has them.
• Address. Street Address, City, State, ZIP Code, Country and Coordinates, each only when it's filled in. The whole card is hidden when a location has no address.
• System Information. The Location ID, and the Created Date and Modified Date when they're known.

Rooms aren't listed on this page, and there's nothing to edit. To change a location or its rooms, use Admin › Locations › Locations.

If the location has been deleted, or is outside what the person can see, the page shows "Failed to fetch location" and a Go Back button.

Which locations they see#

A person needs View locations to see locations at all. Beyond that, their role's reach decides which ones:

• Roles that cover your whole account see every location.
• Roles limited to a district see only that district's locations.
• Roles limited to their own locations see only their home location and the other locations on their profile.

Someone whose role reaches only their own locations, and who has no location at all, sees none. Give them a location, or let the default location catch them.

To let someone see a school they don't work at, open their profile from Admin › People › Users, edit it, and add the school to their locations. To change what a role can do, use Admin › People › Roles.

Which should I choose?#

When someone needs to see more locations, you can widen the person or widen the role:

| Change | What it does | Choose it when | | --- | --- | --- | | Put them on a team that covers it, or add the school to their team's Coverage (how) | Everyone on the team sees the school. Their role stays the same. | A group looks after the same schools, like a zone's techs, or one tech covers a few buildings. | | Widen the role's reach on Admin › People › Roles: its areas from Their teams' to All | Everyone with the role sees every location in your account. | The whole group works everywhere, like the district's help desk or its Facilities crew. |

For example, a middle school tech whose role sees Their teams' tickets, assets and tasks, with Location set to Roosevelt Middle and on no team, sees only Roosevelt in every location picker. Put them on the team that covers Roosevelt and Lincoln Elementary, and Lincoln shows up in their pickers and its location page opens for them. Everyone else on that team already has it.