> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/dokumentation/organization/locations.md).

# Locations

Create, edit, import and delete locations and warehouses; assign location managers; onboarding templates per location.

**Path:** sidebar → "My company" → **"Company" → "Locations"**

A **location** is a physical site of your company, e.g. an office or a branch. Every employee is assigned to exactly one location. Locations serve as delivery addresses, as assignment targets for services (e.g. printers or network equipment) and as the basis for approvals by location managers.

**Warehouses** also appear in the list (see [Warehouse management](/dokumentation/assets/warehouse.md)). A supplier's warehouse is marked "Supplier warehouse". Employees' home office addresses do not appear in the location list.

## The location list

* At the top you see the **"Current costs"** and **"Forecast"** of all locations.
* Switch between **card** and **table view**. The card view has a search by name, city, state, street and postal code.
* Table columns: "Name", "Street", "Postal code", "City", "Country", "Company name", "Current costs", "Forecast", "Employees", "Manager", "Template", "Cost center", "Source" (equipme or HR system) and "Further information".
* Buttons: **"New"**, **"Import"**, **"Delete"** (when items are selected) and **export**. The exported Excel file can be used directly as an import file again.

## Creating a location

1. Click **"New"**.
2. Enter the **"Location name"** (required).
3. Fill in the address: company name (address line 1), street, house number, supplement, postal code, city, country, region if applicable and **phone**. Which fields are required depends on the country.
4. Optionally choose a **"Contact"** and **"Cost center"**.
5. Save.

{% hint style="warning" %}
**Phone number:** If "Phone number required in the delivery address" is active in the [portal settings](/dokumentation/settings/portal-settings.md), you cannot order to locations without a phone number. If the address is missing, the detail page shows "No address".
{% endhint %}

Depending on the agreement with your provider, a location can itself be a paid service. In that case, creating (and deleting) it only takes effect after an approval.

## The location detail page

The header shows the name, address, and edit (pencil) and delete (trash can).

### "Dashboard" tab

* **"Book new service"**: opens the Marketplace with this location as the target.
* Upload or remove a location image.
* Tiles: "Active location assets", "Employees at the location", "Current costs" (if you may see prices) and **"Cost center"** (editable).
* **"Manager"**: manage location managers (see below).

### "Services" tab

All services of this location, with "Book new service" and "Record inventory".

### "Employees" tab

The employees of this location, with the same actions as in the [employee list](/dokumentation/organization/employees.md). With "New" you create an employee directly at this location.

### "Template" tab

An **onboarding template** for this location: The services it contains are **automatically assigned to every employee who is assigned to this location**. Before ordering, they go through the regular approval process.

You create the onboarding template directly in this tab; each location has at most one. It is **not a Marketplace template**: it appears neither in template management nor in the Marketplace, and a Marketplace template cannot be selected here.

* **"Active"** switch to turn it on and off.
* **"Use free inventory first"**: Free warehouse stock is used before a new order.
* The colored dot on the tab shows the status: "Template active", "Template inactive", "Template invalid" (e.g. because a service is no longer offered) or "No template".

For the difference between the two kinds of templates, see [Template management](/dokumentation/offer-management/template-management.md).

### "Further information" tab

Your own custom fields, e.g. location code or building number. See [Further information](/dokumentation/organization/additional-information.md).

## Location managers (Manager)

You can assign managers to each location. There are two roles:

| Role in the manager box                          | Meaning                                                                                                      |
| ------------------------------------------------ | ------------------------------------------------------------------------------------------------------------ |
| **"Purchaser"** ("Location manager (purchaser)") | May order for the location and process approvals. Is the approver for the approval type "Location Approval". |
| **"Planner"** ("Location Manager (Planner)")     | May manage the location's services, but may **not** order or approve.                                        |

* **Add:** Select an employee in the "Manager" box. New managers initially receive the **"Planner"** role.
* **Switch role:** toggle between "Purchaser" and "Planner". The role applies per person, i.e. to **all** locations they are responsible for.
* **Remove:** "Managers remove".
* A manager does not have to work at this location themselves.

{% hint style="info" %}
For location managers to also manage the employees of their location and their services, they additionally need the permission "Access to employees for the location manager" (see [Roles and rights](/dokumentation/settings/roles-and-permissions.md)).
{% endhint %}

## Changing a location's cost center

When editing a location, you can check **"Update cost center for services"**. All services at this location are then switched to the new cost center. Without the checkmark, the new cost center only applies to future services.

## Importing locations

**Path:** "Locations" → **"Import"**

There are two import types (each .xlsx with sample file):

### "Create/update locations": create or update

| Column                                                                                                                 | Note                                                                   |
| ---------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------- |
| "Location ID"                                                                                                          | **Empty = new location**, filled = update existing location            |
| "Name"                                                                                                                 | Required                                                               |
| "Address line 1", "Street", "House number", "City", "Postal code"                                                      |                                                                        |
| "Country (ISO-2 code)"                                                                                                 | Required, e.g. `DE`, `AT`, `CH`                                        |
| "State/Province (ISO-2 code)", "State/Province", "Address supplement", "District / Dependent Locality", "Phone number" | optional                                                               |
| "Manager username", "Manager role"                                                                                     | Role: `location-executive` (purchaser) or `location-manager` (planner) |
| "Cost center"                                                                                                          | Code; unknown cost centers are created                                 |
| "More information" and additional columns                                                                              | are saved as custom fields                                             |

**Tip for updating:** First export the location list, edit the file and import it again. Records are matched via the location ID, without duplicates.

### "Assign managers"

All four columns are required: "Location ID", "Manager username", "Manager role" (`location-executive` or `location-manager`) and "Action" (`ADD`, `UPDATE` or `REMOVE`).

### Import process

"Source" → "Data mapping" → "Editing & selection" (edit cells by double-clicking) → "Preview & Import". The preview shows "New", "Changed" or "Error" for each row.

## Deleting a location

Trash can on the detail page or multiple selection in the list. This is only possible if

* no employees are assigned anymore ("There are still assigned employees") and
* no services or open orders are assigned anymore ("There are still assigned services").

Assign employees and services to another location beforehand.


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