Skip to main content

Locations Overview

Purpose​

Manage venue locations where events and schedules take place, including complete address information and stand/position configuration for each location.

Access​

Navigate to: /organize/locations or Organize → Locations

Screenshot​

Locations list with address details
Locations list with address details

Description​

The Locations module provides centralized management of all venue locations used for scheduling events. Each location can have a complete address profile and be configured with stands and positions specific to that venue. Locations are referenced throughout the system when creating schedules, events, and assignments.

Key Features​

Location Management

  • Create and maintain venue locations
  • Complete address information (street, city, state, postal code)
  • Edit location details
  • Delete unused locations

Stands Configuration

  • Define stands/sections within each location
  • Manage position types per stand
  • Zone organization and color coding
  • Default group assignments

Integration Points

  • Referenced in schedule creation
  • Used in event assignments
  • Linked to member availability
  • Document requirements per location

Page Structure​

  • Icon: 📍 Location pin icon
  • Title: "Locations"
  • User Info: Current user display (e.g., "Team, Nithya")

Action Toolbar​

➕ Create Button​

  • Position: Top-left
  • Color: Green
  • Icon: Plus icon
  • Label: "Create"
  • Action: Opens location creation form
  • Purpose: Add new venue location

📥 Download Button​

  • Position: Next to Create
  • Color: White/outlined
  • Icon: Download arrow
  • Label: "Download"
  • Action: Export locations list
  • Format: Typically CSV or Excel
  • Purpose: Backup or external use of location data

📍 Positions Button​

  • Position: Next to Download
  • Color: White/outlined with green border
  • Icon: Location pin icon
  • Label: "Positions"
  • Action: May show position summary or filter
  • Purpose: Quick access to position management
  • Position: Top-right corner
  • Icon: 🔍 Magnifying glass
  • Placeholder: "Search..."
  • Function: Filter locations by name, city, or address
  • Real-time: Updates table as you type

Locations Table​

Columns​

Name​

  • Content: Location name
  • Sortable: Click header to sort A-Z or Z-A
  • Icon: ↕️ Sort arrows
  • Examples:
    • "Indianapolis Zoo"
    • "Victory Field"
    • "Indianapolis Motor Speedway"
    • "PayCor"
  • Clickable: Click name to view location details
  • Purpose: Primary identifier for locations

Address​

  • Content: Street address
  • Sortable: Click header to sort
  • Icon: ↕️ Sort arrows
  • Format: Street number and name
  • Examples:
    • "1200 W. Washington St"
    • "501 Maryland St"
    • "4545 West 16th street"
  • Purpose: Physical location identification

City​

  • Content: City name
  • Sortable: Click header to sort
  • Icon: ↕️ Sort arrows
  • Examples:
    • "Indianapolis"
    • "Cincinnati"
    • "Fort Wayne"
  • Purpose: Geographic organization

State​

  • Content: State abbreviation
  • Sortable: Click header to sort
  • Icon: ↕️ Sort arrows
  • Format: Two-letter state code
  • Examples:
    • "IN" (Indiana)
    • "OH" (Ohio)
    • "AL" (Alabama)
    • "WY" (Wyoming)
  • Purpose: State-level filtering and organization

ZipCode​

  • Content: Postal code
  • Sortable: Click header to sort
  • Icon: ↕️ Sort arrows
  • Format: 5-digit ZIP code
  • Examples:
    • "46222"
    • "46225"
    • "46805"
  • Purpose: Precise location identification

Actions​

  • Icon: ⚙️ Settings/gear icon
  • Action: Opens action menu
  • Options:
    • Edit location
    • View/Manage stands
    • Delete location
  • Visual: Clickable icon in each row

Table Features​

Sorting

  • Click any column header to sort
  • First click: Ascending order
  • Second click: Descending order
  • Sort indicator shows current sort

Pagination

  • Controls: ⏮ First, ◀ Previous, Page Numbers, ▶ Next, ⏭ Last
  • Info: "Showing 1 to 8 of 8 records"
  • Page Size: Dropdown (e.g., "25" records per page)
  • Options: Typically 10, 25, 50, 100 records per page

Row Actions

  • Hover over row for highlight
  • Click settings icon for actions menu
  • Click location name to view details

Creating a Location​

Access Create Form​

  1. Click Create button
  2. Location creation form opens as modal or panel

Required Information​

Name (Required)

  • Location name/title
  • Must be unique
  • Used throughout system
  • Examples: "Indianapolis Zoo", "Victory Field"

Street Address

  • Full street address
  • Example: "1200 W. Washington St"
  • Used for directions and identification

City

  • City name
  • Example: "Indianapolis"
  • Used for geographic organization

State

  • State selection (dropdown)
  • Example: "Indiana" or "IN"
  • Used for filtering and reports

Postal Code

  • ZIP code
  • Format: 5 digits
  • Example: "46222"
  • Used for precise location

Saving Location​

  1. Fill all required fields
  2. Click Save or Create button
  3. Location added to list
  4. Success confirmation shown
  5. Can now configure stands for location

Editing a Location​

Edit Location dialog showing address fields
Edit Location dialog showing address fields

Access Edit Form​

  1. Find location in table
  2. Click settings icon (⚙️) in Actions column
  3. Select "Edit" from menu
  4. OR: Click location name to open details, then Edit

Edit Location Dialog​

Dialog Header

  • Title: "Edit Location"
  • Close: X icon in top-right corner

Form Fields

Name (Required)

  • Label: "Name*"
  • Type: Text input
  • Current Value: Displayed for editing
  • Example: "Indianapolis Zoo"
  • Editable: Yes

Street Address

  • Label: "Street Address"
  • Type: Text input
  • Example: "1200 W. Washington St"
  • Editable: Yes

City

  • Label: "City"
  • Type: Text input
  • Example: "Indianapolis"
  • Editable: Yes

State

  • Label: "State"
  • Type: Dropdown select
  • Example: "Alabama" (shown in screenshot)
  • Options: All US states
  • Editable: Select different state

Postal code

  • Label: "Postal code"
  • Type: Text input
  • Format: 5-digit ZIP
  • Example: "46222"
  • Editable: Yes

Action Buttons​

✅ Update (Green)

  • Position: Bottom-right
  • Action: Save changes
  • Validation: Checks required fields
  • Result: Updates location, closes dialog

✕ Cancel (Red)

  • Position: Bottom-left
  • Action: Close without saving
  • Confirmation: May prompt if changes made
  • Result: Returns to locations list

Deleting a Location​

Delete Process​

  1. Click settings icon (⚙️) for location
  2. Select "Delete" from menu
  3. Confirmation prompt appears
  4. Confirm deletion
  5. Location removed from list

Delete Restrictions​

  • Cannot delete if location used in:
    • Active schedules
    • Upcoming events
    • Historical records
  • Must reassign or remove references first
  • System prevents deletion with error message

Stands Management​

For locations that require stands/sections with specific positions, see:

Use Cases​

Initial Venue Setup​

Scenario: Adding new venues to system

Process:

  1. Click Create button
  2. Enter location name (e.g., "Lucas Oil Stadium")
  3. Fill complete address:
    • Street: "500 S Capitol Ave"
    • City: "Indianapolis"
    • State: "IN"
    • ZIP: "46225"
  4. Click Save
  5. Location now available for scheduling
  6. Configure stands if needed

Updating Location Address​

Scenario: Venue address change or correction

Process:

  1. Find location in list
  2. Click settings icon
  3. Select Edit
  4. Update address fields
  5. Click Update
  6. All references updated automatically

Organizing Multiple Venues​

Scenario: Managing events across multiple locations

Process:

  1. Create all venue locations with complete addresses
  2. Use City and State columns for geographic grouping
  3. Sort by City to see venues by location
  4. Use search to quickly find specific venue
  5. Export list for reference or planning

Venue Consolidation​

Scenario: Merging or removing unused venues

Process:

  1. Identify unused locations
  2. Reassign any events to different locations
  3. Delete unused locations
  4. Keep list current and relevant

Best Practices​

Location Naming​

  • Clear Names: Use official, recognizable venue names
  • Consistent: Use same format for all locations
  • Avoid Abbreviations: Unless widely known
  • Unique: Each location distinct from others

Address Data​

  • Complete Information: Fill all address fields
  • Accurate: Verify addresses are correct
  • Formatted Correctly: Use proper street notation
  • Current: Keep addresses updated

Organization​

  • Regular Review: Periodically verify location list
  • Remove Unused: Delete locations no longer needed
  • Logical Grouping: Use city/state for organization
  • Documentation: Note any special venue details

Stands Configuration​

  • Plan First: Map out venue layout before adding stands
  • Consistent Naming: Use clear stand identifiers
  • Position Types: Define all needed position types
  • Regular Updates: Adjust as venue configurations change

Troubleshooting​

Cannot Create Location​

Problem: Create button doesn't work or form won't submit

Possible Causes:

  • Required fields missing
  • Duplicate location name
  • Invalid ZIP code format

Solutions:

  1. Verify Name field filled
  2. Check for existing location with same name
  3. Ensure ZIP code is 5 digits
  4. Review error messages
  5. Try different browser if persists

Location Not Appearing in Schedule​

Problem: Location not available when creating events

Possible Causes:

  • Location recently created (cache delay)
  • Permissions issue
  • Location marked inactive (if feature exists)

Solutions:

  1. Refresh page or browser
  2. Verify location exists in locations list
  3. Check user permissions
  4. Wait a moment and try again
  5. Contact administrator

Cannot Delete Location​

Problem: Delete option disabled or fails

Possible Causes:

  • Location in use by schedules
  • Historical events reference it
  • Active stands configured

Solutions:

  1. Check for active schedules using location
  2. Reassign events to different location
  3. Remove or archive historical references
  4. Contact administrator for force deletion if needed

Address Not Displaying Correctly​

Problem: Address shows incorrectly formatted

Possible Causes:

  • Data entry error
  • Special characters in address
  • Field length limitations

Solutions:

  1. Edit location
  2. Re-enter address correctly
  3. Avoid special characters if possible
  4. Use standard address format
  5. Update and verify display

Tips​

  1. Complete Addresses: Always fill all address fields for accuracy
  2. Verify Data: Double-check addresses before saving
  3. Search Function: Use search to quickly find locations
  4. Sort Options: Sort by city to group venues geographically
  5. Export Backup: Periodically download locations list for backup
  6. Consistent Names: Use official venue names consistently
  7. Update Regularly: Keep location information current
  8. Stands Planning: Plan venue layout before configuring stands
  9. ZIP Code Format: Use 5-digit format for postal codes
  10. Delete Carefully: Ensure location not in use before deleting