Location database

Why use the internal location database?

Using stored locations can be extremely useful whereby you use those locations repetitively for regular clients. The benefits are as follows:

• Only enter the venue information once, including address, check-in location, check-in radius and venue notes.
• Ability to add and store multiple notes and images and determine who can see these notes.
  • If the notes and images are available for the staff to see they can be seen by everyone booked at that location. This ensures you are effortlessly carrying that location knowledge forward from one person to the next.
• Build up a contact list for your client locations.
• When adding the location to your schedule, via the interface or the schedule import file, you only need to reference the location name, rather than input all the information again and again.
• Increase the consistency of the locations in your schedules throughout your jobs as some larger locations such as exhibition centres can have more than 1 map point on Google maps.
• When it comes to staff checking in and out you can also customise each venue's check-in radius over the main default radius.

This article will show you how to add locations to your jobs using the internal location database as opposed to using google maps to locate your venue every time you need to add a new location to a job.

Adding locations to your locations database

You can access the locations database via the main menu:

• To add a new location you have 2 choices:
  
  • Import
    • Click to download the template
    • Add your locations to the template
    • Click on Choose file
    • The column headers will auto-match
    • Click on submit 
  • Add New
    • YoUpu can now add the following information for your location
      
    • You have the following fields to add for the main venue information
      • Type
        • Select from the dropdown
      • Code
        • For your reference or using with our API's
      • Name (mandatory)
        • Add a location name here. This will be used as the location name when importing a schedule via a csv. 
      • Alternative name
        • If the venue has an alternative name. This can also be used in the schedule csv import.
      • Country (mandatory)
        • Select the country from the dropdown
        • This field can be used to control the visibility of questions in the reporting based on location
      • Address (mandatory)
        • This field will use Google Maps to find the address. Just start typing the address
        • This field can be used to control the visibility of questions in the reporting based on location
      • Town
        • If you need to store the Town as a separate field
        • This field can be used to control the visibility of questions in the reporting based on location
      • City
        • If you need to store the City as a separate field
        • This field can be used to control the visibility of questions in the reporting based on location
      • Region
        • If you need to store the Region as a separate field
        • This can also be used to control the visibility of questions in the reporting based on location
      • Latitude
        • Automatically populated from the Address field
        • Can be added manually or by placing a marker on the map to the right
      • Longitude
        • Automatically populated from the Address field
        • Can be added manually or by placing a marker on the map to the right
      • Phone
        • Automatically populated from the Address field
      • Opening hours
        • Automatically populated from the Address field
      • Tags
        • To categorise and search by tags
      • Linked staff
        • When booking staff at this location staff adding here will appear first by pressing the down in the staff search fields on the shifts page:
          
      • Use different check-in location
        Tick here if you want to add a different check-in location
        
        • Checkin Address Search
          • Add the address whereby you want staff to check in within the radius specified below
        • Country
          • Select the country 
        • Checkin point Latitude
          • Enter the latitude of your different check-in point or use the map on the right to place the marker
        • Checkin point Longitude
          • Enter the longitude of your different check-in point or use the map on the right to place the marker
        • Checkin radius (meters)
          • Enter the custom check-in radius
          • This will allow staff to check in with this radius of the map marker
          • Note that you don't need to use a different check-in location to use this custom radius
      • Upon pressing submit you will now have additional tabs appear to add more content:
        • Contacts
          • Here you can add the type, name email and phone number of multiple contacts for this location
        • Venue notes
          • These notes will automatically be available to staff when booked at these locations
        • Notes and images
          • Add notes and images and determine whether:
            • Staff can view when booked at this location
            • Staff can view in reporting
        • ​​​​​​​​​​​​​​Reporting
          • ​​​​​​​All reports submitted against this location will show here
        • ​​​​​​​Nearby staff
          • A list of bookable staff within a 50 mile radius
  • When the locations are added you can view them in the list
    
    • Click on Manage to edit and update the location
    • Click on Delete to remove the location

Adding the locations from the locations database to your schedules

• To use the locations from your location database in a job schedule 
  • You must check the following option when creating a new job.
     
    • It is important to note that once the job is created you cannot switch between using and not using the location database. If forgot to check this option, you would need to delete the job and re-add.
• Allocating these locations into your schedule
  • The location input field on the schedule will offer the following instruction
    
  • When you start typing the locations will appear that you can select from
    
  • If you can't find the location click on the + button to the right of the field:
    
  • This will open up a location search dialogue with search parameters to find your location from the full list
    
  • One found click on the + Use button to add that location to the schedule
• Importing these locations into your schedule
  • You can still import using the schedule import template as detailed here: Creating a schedule import file
    • The name of the location must be entered into the Venue column exactly as it is in the location database
    • You do not need to enter an address into the address column as this will automatically be pulled from the location in the database.