Locations & Sublocations
Set up your locations to match how your business actually stores things. Yards, trailers, shops, shelves, bins.
Locations are where your inventory lives. Every item in your catalog is stored at a location. Sublocations let you get more specific within a location.
How Locations Work
Locations are the top level. These are your physical spaces:
Common locations:
Main Yard
Shop
Mike's Trailer
Lisa's Trailer
Snow Crew Truck
Sublocations are optional spots within a location:
Shelf A, Shelf B, Shelf D2
Bay 1, Bay 2
Bin A, Bin B
Left Side, Right Side
Tool Box, Mounted Rack
You don't need sublocations to get started. Knowing "it's on Mike's Trailer" is already better than "it's somewhere." Add sublocations when you want more precision.
Setting Up Locations
Locations are created as you add items. When you add or import an item, type a location name. If it doesn't exist yet, it gets created.
The same applies to sublocations. Type a sublocation name within any location, and it's created on the spot.
Importing creates locations automatically. If your import file has location names that don't exist yet, they'll be created during import. This is the fastest way to set up your location structure.
Thinking About Your Setup
There's no single right way to organize locations. Here are patterns that work well for landscape companies:
One Location Per Trailer + One for the Yard
The most common setup. Each crew trailer is a location, and your main storage area is a location. Items on the trailer are tracked at the trailer level. Items in the yard are tracked at the yard level.
Main Yard
Shelf A, Shelf B, Pallet Area
Bulk materials, backup equipment
Crew 1 Trailer
Tool Box, Left Bay, Right Bay
Daily-use tools and materials
Crew 2 Trailer
Tool Box, Left Bay, Right Bay
Daily-use tools and materials
Yard + Shop Split
If your shop is separate from your yard, track them as separate locations. The shop might hold equipment parts and tools. The yard holds materials and bulk supplies.
Seasonal Setups
Some companies run different inventory in different seasons. A snow crew truck in winter has different inventory than a landscape trailer in summer. Use separate locations for seasonal setups so you can track what's loaded on each rig.
The Assigned To Field
Locations tell you where something is stored. Assigned To tells you where it's being used.
A skid steer might live at Main Yard, but right now it's at the Meadow Creek job. Its location is still the yard because that's where it comes back to, but Assigned To says "Meadow Creek Drive" so everyone knows where it actually is and why. A trimmer might be assigned to Mike because he's the one using it this week. Materials might be staged for a job that starts Monday.
You could also create a location for every job site, but that gets complicated fast. Assigned To lets you track what's where without building out a new location every time you mobilize equipment. Use whatever approach makes sense for how your business actually works. There's no single right way. The most important thing is the way you'll actually use and keep current.
The Assignments and Crew Inventory saved views filter and group by this field, so you can see at a glance what's allocated where.
Renaming Locations
Need to fix a name or standardize? On the Dashboard, click the menu on any location card and select Rename. The new name updates everywhere that location is referenced.
Tips
Match your physical layout. If crews already call it "Mike's Trailer," name the location "Mike's Trailer." Don't invent a naming system nobody will use.
Keep it simple at first. Two or three locations are enough to start. You can always add more as your tracking matures.
Sublocations are for findability. If someone needs to physically find an item, sublocations help. "Shelf D2 in the Main Yard" is findable. "Main Yard" is a search mission.
Related Pages
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