Locations
The Locations section is where you manage the physical sites where your classes take place. Each location can have one or more rooms, and those rooms determine where classes are held and how many students can attend. Locations also store contact information and USCG approval details.
Navigating the Locations List
When you open Admin > Locations, you'll see a table of all your locations.
What Each Column Shows
| Column | What It Shows |
|---|---|
| Name | The location name (uppercase) and its internal code |
| Address | Street address, second line (if any), and city/state |
| Status | A chip showing Active (green) or Archived (red) |
| Rooms | The number of rooms at this location. Click the number to expand and see the room details. |
| Actions | A menu button with additional options |
Searching and Filtering
- Quick Search: Type in the search bar to find locations by name, city, or state.
- Code Filter: Search for a location by its internal code.
- Archive Tabs: Switch between Active Locations and Archived Locations using the tabs above the table.
Sorting
Click the Name or Address column headers to sort. The default sort is by name (A-Z).
Creating a Location
Click the Create Location button in the top-right corner to open the creation form.
General Information
| Field | Required? | Notes |
|---|---|---|
| Location Name | Yes | The name of the physical site. |
| Internal Code | Yes | A 2-character code used internally (e.g., "HQ", "NE"). Must be exactly 2 characters. |
| Zone | Yes | Select the zone this location belongs to. The first available zone is selected by default. |
Address Information
| Field | Required? | Notes |
|---|---|---|
| Address | Yes | Street address. |
| Address 2 | No | Suite, floor, building, etc. |
| Country | Yes | Defaults to "United States of America". |
| City | Yes | |
| State | Yes | Only appears when the selected country has states or provinces. |
| Zip Code | Yes |
USCG Information
| Field | Required? | Notes |
|---|---|---|
| USCG Approved | No | Check this box if the location is USCG approved. Checking it reveals the date fields below. |
| USCG Approved Date | No | The date USCG approval was granted. |
| USCG Expiration Date | No | When the approval expires. |
The date fields only appear when the "USCG Approved" checkbox is checked.
Contact Information
| Field | Required? | Notes |
|---|---|---|
| Contact Name | No | The primary contact person at this location. |
| Contact Email | No | |
| Contact Phone | No | Formatted phone input. |
Room Information
When creating a location, you have the option to create a room at the same time.
| Field | Required? | Notes |
|---|---|---|
| Automatically Create Room | No | Checked by default. Uncheck if you don't want to create a room right away. |
| Room Name | Yes (if creating) | Defaults to "Main Room". |
| Room Capacity | No | The maximum number of students the room can hold. |
Room fields only appear when "Automatically Create Room" is checked.
Additional Information
| Field | Required? | Notes |
|---|---|---|
| Notes | No | Internal notes about this location. |
Updating a Location
Select Update Location from the actions menu on any row. The update form contains the same fields as the create form (except the auto-create room section).
Managing Rooms
Rooms are managed from within the locations table. Each location can have multiple rooms.
Viewing Rooms
Click the Rooms count on any location row to expand it and see the rooms table.
Room Details Table
| Column | What It Shows |
|---|---|
| Room Name | The name of the room |
| Capacity | Maximum number of students |
| Sq. Ft. | Room square footage |
| USCG | Whether the room is USCG Approved or Not Approved |
| USCG Expiration | Expiration date for USCG approval |
| Notes | Any notes about the room |
| Actions | Menu with room management options |
Creating a Room
You can create a room in two ways:
- Click Create Room from the location's action menu.
- Expand the location row and click the Create Room button above the rooms table.
Room Form Fields
| Field | Required? | Notes |
|---|---|---|
| Room Name | Yes | A descriptive name for the room. |
| Capacity | No | Maximum number of students. This can determine class capacity. |
| Room Square Footage | No | The physical size of the room. |
| USCG Approved | No | Check to reveal date fields. |
| USCG Approved Date | No | Only shown when USCG Approved is checked. |
| USCG Expiration Date | No | Only shown when USCG Approved is checked. |
| Notes | No | Internal notes about the room. |
Room Actions
From the actions menu on each room row:
| Action | What It Does |
|---|---|
| Update Room | Opens the edit form for the room |
| Duplicate Room | Creates a copy of the room with the same settings |
| Archive Room | Archives the room so it's no longer available for new classes |
Actions & Menus
From the Locations List
The three-dot menu on each location row offers:
| Action | What It Does |
|---|---|
| Update Location | Opens the update form |
| Archive Location / Unarchive Location | Moves the location to the archived or active list |
| Manage Rooms | Expands the location row to show the rooms table |
| Create Room | Opens the create room form for this location |
When Things Are Disabled
Here's why certain buttons or features may be unavailable:
| What's Disabled | Why |
|---|---|
| Rooms count (shows 0) | The number is not clickable when a location has no rooms. Create a room first using the action menu. |
| Zone dropdown | Temporarily disabled while the list of zones is loading. It will become available in a moment. |
| Archive / Unarchive button | Temporarily disabled while the action is processing. |
| Duplicate / Archive room buttons | Temporarily disabled while the action is processing. |
| State field | Only appears when the selected country has states or provinces to choose from. |
| USCG date fields | Only visible when the "USCG Approved" checkbox is checked. |
| Room name and capacity fields | Only visible on the create form when "Automatically Create Room" is checked. |
Key Relationships
- Rooms: Each location can have multiple rooms. Rooms define capacity for classes scheduled at that location.
- Zones: Each location belongs to a zone, which is used for organizational grouping.
- Classes: When you schedule a class, you assign it to a location and room. The room's capacity can determine how many students can enroll.
Tips & Notes
- Create a room when you create a location. The "Automatically Create Room" option is checked by default — take advantage of it to save a step.
- Room capacity matters. When a class is assigned to a room, the room's capacity can be used as the class capacity. Make sure room capacities are accurate.
- Use the internal code (2 characters) to create short, recognizable identifiers for your locations (e.g., "HQ" for headquarters, "SF" for San Francisco).
- The Duplicate Room feature is handy when you have multiple similar rooms at a location — duplicate one and just change the name and capacity.
- Archive instead of deleting locations you no longer use. This preserves the history of classes that were held there.
- Keep USCG approval dates current. If your location needs USCG approval, set a reminder to update the expiration date before it lapses.
- Contact information on a location is useful for coordinating logistics — store the site manager's details here for easy reference.