Migrating to Multiple Locations

Step 1: Plan Your Locations

Decide on the specific names and details for your new locations or branches. If you want to practice and try things out in our test environment, please "Report an Issue" in the upper right of this page and request information and access to our test environment.

Step 2: Navigate to Location Settings

Go to Settings > Organization > Locations in the admin dashboard.

Step 3: Add or Edit Locations

Create new locations or branches by inputting their names, inventory visibility and who can reserve items from that location rules and addresses if applicable. 

Step 4: Transition away from "Main Location"

• Move Items to New Locations: Aim to relocate all existing items from "Main Location" to the new named locations. This can be done in bulk via the export/import method.
• Disable Fulfillment Methods for Main Location: To make "Main Location" invisible to non-admin users, disable all Fulfillment Methods for it. This action turns "Main Location" into a non-functional, admin-only placeholder.
• Admin Location Setting: As an admin, you can set the location where you're working at the top of the page. When set to "Main Location," it comes with specific caveats related to reporting and asset check-in/out:
  • Reporting Caveat: When the admin location is set to "Main Location," any generated reports will default to include data from "all locations."

  • Check-in/Check-out Caveat: If the admin location is set to "Main Location," the 'Current Location' of items will remain unchanged during the check-in/out process.

Step 5: Export Current Inventory

Navigate to Inventory > Export and download your current inventory list, which will include the 'Home Location' and 'Current Location' of each item. We recommend exporting as an Excel file and updating the data in Excel, Google Sheets, or similar.

Step 6: Update Inventory Locations in Bulk

Open the exported file and update the 'Home Location' and 'Current Location' fields for all items you wish to migrate from "Main Location". Save the changes as a CSV file.

Step 7: Import Updated Inventory

Go to Inventory > Import and upload the modified file to update the locations of your items in bulk.

Step 8: Test and Confirm

Verify that all items are now correctly categorized under their new locations or branches.

Step 9: Notify Stakeholders

Make sure to inform all relevant parties—staff, members, etc.—about these changes if they were used to using one location.

Step 10: Monitor and Update

Regularly review how the new location structure impacts resource tracking and make any necessary adjustments.