Available On: Lite, Starter, Professional and Business Plus
Get ready to level up your maintenance game! 🚀 In this article, we'll walk you through the basics of creating locations and sub-locations in your UpKeep Account.
Whether you're keeping tabs on one site or multiple facilities, getting the hang of location management is your ticket to smoother sailing and boosted productivity. So, let's jump in and discover how getting started with UpKeep's location features can supercharge your maintenance routine! 🛠️
💡 Already have your location data and want to skip ahead? Click the button below to access the importing page for Locations.
What Are Locations?
Locations are essential for organizing where your assets are housed and where maintenance takes place, making it easier to assign tasks and track maintenance history.
💡 In UpKeep, work orders are directly associated with a specific location and asset. When you assign a sublocation or child asset to a work order, it is linked exclusively to that sublocation or child asset. Meaning, in reports and searches, the work order will appear under the assigned sublocation or child asset and will not be visible when filtering by the parent location or parent asset.
Key Points:
Direct Association: Work orders are tied to the exact location and asset selected during their creation.
Reporting Implications: If a work order is assigned to a sublocation, it will be listed under that sublocation in reports. It won't appear under the parent location unless specifically filtered to include sublocations.
Filtering Considerations: To view work orders across both parent and sublocations, ensure your filters are set to encompass all relevant levels of your location hierarchy.
For optimal organization and reporting, it's advisable to establish a clear naming convention for your locations and assets. This practice aids team members in understanding the hierarchy and ensures accurate assignment and retrieval of work orders.
How to Add a Location
Steps:
Navigate to the Locations Section on the left side of your screen
Click "Create Location" located on the right side of your screen.
Enter Location Details:
Location Name: Add the name of the new location.
Street Address: Enter the full street address of the location.
Optional: Include Map Coordinates: You can add map coordinates to specify the exact location on a map.
Assign Workers, Teams, Vendors, or Customers: Assign relevant workers, teams, vendors, or customers to this location as needed.
Click Create Location to save the new location and update your records.
How to Add Sub-locations
Guided steps on how to add a sub location in to your UpKeep account.
Navigate to the Locations Section on the left side of your screen
Find the parent location on the listt of locations
Access the Option Menu: Click the Option Menu (three-dot or gear icon) next to the primary location.
Select "Add Sublocation" from the menu.
Enter Sublocation Details: Add a descriptive name for the new sublocation.
Click "Create Location" to add the sub location under the primary location.
You can also create a new location and in the details set the parent location for this sub-location.
FAQs about Locations + Sub-locations
Can a location be used to track work orders without any assets associated to it?
Yes, a lot of our customers only use locations based work orders to track maintenance that is site specific. Example: There is damage to the ceiling light in the main office. This location would be "Main Office" and there would be not asset associated with the work order to repair it.
Does the name of my asset matter?
Yes, if you have multiple buildings, and they all contain a kitchen, you'll want to be unique/specific in your naming convention to avoid any confusion on where something should take place. Example. You have Warehouse 1 and Warehouse 2 as parent locations. You also have kitchens in both locations. If you decide to add them as either a parent location or sublocation we would recommend making their names unique. Such as Kitchen - W1 or Kitchen Warehouse 2. That way your team know by just the name what the location is and where it is.