Table of Contents
- Table of Contents
- The Location Hierarchy
- Common fields on all Locations
- Standard Attributes
- Calculated Attributes
- Creating Locations
- Bulk Importing Locations
The Location Hierarchy
All locations exist within a hierarchy — a tree structure where each location is either a root node at the top level or a child of another location. The hierarchy has six levels, and the order is fixed.
Level | Can be a root node? | Valid parent(s) | Valid children |
|---|---|---|---|
Region | YES | None (Root node), or another active Region | Sites, or child Regions |
Site | YES | Region, or can be a root node | Buildings |
Building | YES | Site, or can be a root node | Floors |
Floor | NO | Building required | Spaces |
Space | NO | Floor required | Subspaces |
Subspace | NO | Space required | None — lowest level |
Terrain | NO | Site required | Subterrains |
Subterrain | NO | Terrain required | None - lowest level |
Note: These levels are also called “Location Classes”.
Key Hierarchy Rules
- Regions can be nested A Region can have child Regions, and there is no limit to how many levels deep this can go. Use this to reflect structures such as continents, countries, and business divisions within a single hierarchy.
- Region names must be unique. Two Regions cannot share the same name (regardless of upper/lower case), even if they sit in different branches of the hierarchy. This keeps the structure easy to read and avoids confusion when searching or reporting.
- A Building cannot exist directly under a Region. It must be under a Site or can be a root node.
- A Terrain must be under a Site. It cannot be a root node.
- A child location cannot outlive its parent — its Start Date must be equal to or later than the parent’s Start Date, and its End Date cannot extend beyond the parent’s End Date.
- You cannot create a new location under an archived parent.
Common fields on all Locations
These fields are present on every location, regardless of level.
Field | Required? | Notes |
|---|---|---|
Name | YES | A descriptive label. Names do not need to be unique (except for Regions) — you can have multiple floors named “Ground Floor” in different buildings. |
Code | NO | A short reference code. If provided, it must be unique across all locations in your tenant, regardless of level or type. |
Description | NO | Optional free-text field for additional context. |
Start date | YES | For root locations, this can be any date in the past and defaults to today. For child locations, it must be equal to or later than the parent’s Start Date. |
Standard Attributes
The following are the standard attributes for different location classes. These come by default with the system and cannot be modified.
Region
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Part of | List | NO | The parent Region, if any. Leave empty if this Region is a root-level node. |
Name | Text | YES | Must be provided for every region. |
Code | Text | NO | Optional short reference code. Must be unique if provided. |
Description | Text | NO | Free-text description. |
Start date | Date | YES | The date from which the region is active. If a parent Region is selected, this defaults to the parent's Start Date, but you can choose a later date. |
Site
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Region | List | NO | Select the parent region this site belongs to. Leave empty if this site is a root-level node. |
Name | Text | YES | A unique, identifiable name for the site. |
Code | Text | NO | A short reference code for the site. Must be unique if provided. |
Description | Text | NO | A brief description of the site. |
Start date | Date | YES | The date from which the site is active. |
Time zone | List | YES | Select the time zone applicable to this site. Defaults to the value set in General Settings if not specified. |
Buildable area | Decimal | YES | The total area available for construction on this site. Accepts positive numbers only. Defaults to 0 if left empty. |
Building height limit | Decimal | YES | The maximum permitted building height for this site. Accepts positive numbers only. Defaults to 0 if left empty. |
Elevation | Decimal | NO | The elevation of the site above sea level. |
Latitude | Decimal | NO | The geographic latitude of the site. Used for mapping and location services. |
Longitude | Decimal | NO | The geographic longitude of the site. Used for mapping and location services. |
Total area | Decimal | NO | The total land area of the site. Accepts positive numbers only. Defaults to 0 if left empty. |
Building
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Region / Site | List | NO | Select the parent site this building belongs to. Leave empty if this building is a root-level node. |
Name | Text | YES | A unique, identifiable name for the building. |
Code | Text | NO | A short reference code for the building. Must be unique if provided. |
Description | Text | NO | A brief description of the building. |
Start date | Date | YES | The date from which the building is active. |
Time zone | List | YES | Select the time zone applicable to this building. If the building belongs to a site, this defaults to the site’s time zone. If the building is a root-level node, this defaults to the time zone set in General Settings. |
Year of construction | List | NO | The year the building was originally constructed. |
Year of refurbishment | List | NO | The year the building was last refurbished or renovated. |
Building type | List | YES | Select the building type. Determines how the building is classified for reporting purposes. |
Construction method | Text | NO | Describes the method or materials used to construct the building, such as steel frame, concrete, or timber. |
Elevation | Decimal | NO | The elevation of the building above sea level. |
Fire protection class | Text | NO | The fire protection classification assigned to this building. |
Footprint area | Decimal | NO | The ground-level area covered by the building. |
Gross planned area | Decimal | NO | The total planned floor area of the building, including all internal spaces. |
Is landmarked | Boolean | NO | Indicates whether this building is designated as a landmark or heritage-listed structure. |
Latitude | Decimal | NO | The geographic latitude of the building. Used for mapping and location services. |
Longitude | Decimal | NO | The geographic longitude of the building. Used for mapping and location services. |
Net planned area | Decimal | NO | The net planned floor area of the building, excluding structural and common areas. |
Occupancy type | Text | NO | Describes the intended occupancy or use classification of the building. |
Sprinkler protection | Boolean | NO | Indicates whether a sprinkler system is installed. |
Floor
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Building | List | YES | Select the parent building this floor belongs to. |
Name | Text | YES | A unique, identifiable name for the floor. |
Code | Text | NO | A short reference code for the floor. Must be unique if provided. |
Description | Text | NO | A brief description of the floor. |
Start date | Date | YES | The date from which the floor is active. |
Above ground | Boolean | NO | Indicates whether this floor is above ground level. Use this to distinguish above-ground floors from basements or underground levels. |
Default space height | Text | NO | The default ceiling height applied to spaces on this floor. |
Elevation | Decimal | NO | The elevation of this floor above sea level. |
Entrance level | Boolean | NO | Indicates whether this floor is the main entrance level of the building. |
Persons capacity | Integer | NO | The maximum number of persons this floor can accommodate. Used for person-to-desk ratios. |
EN15221-6 Area Measurements | |||
Floor level area | Decimal | NO | THE TOTAL AREA OF THE FLOOR AT ITS OUTER BOUNDARY (), INCLUDING EXTERNAL WALLS AND INNER VOIDS AND SHAFTS. THE VALUE IS NOT DERIVED FROM A FLOOR PLAN AUTOMATICALLY. IT SHOULD BE COMPUTED USING A CAD SYSTEM AND ENTERED MANUALLY IN SPACE MANAGEMENT. |
Gross floor area | Decimal | NO | THE TOTAL AREA OF THE FLOOR AT ITS OUTER BOUNDARY, EXCLUDING INNER VOIDS AND SHAFTS (). THE VALUE IS NOT DERIVED FROM A FLOOR PLAN AUTOMATICALLY. IT SHOULD BE COMPUTED USING A CAD SYSTEM AND ENTERED MANUALLY IN SPACE MANAGEMENT. |
Internal floor area | Decimal | NO | THE TOTAL ENCLOSED FLOOR AREA, MEASURED TO THE INTERNAL FACE OF THE EXTERNAL WALLS (), EXCLUDING INNER VOIDS (). THE VALUE IS NOT DERIVED FROM A FLOOR PLAN AUTOMATICALLY. IT SHOULD BE COMPUTED USING A CAD SYSTEM AND ENTERED MANUALLY IN SPACE MANAGEMENT. |
Net floor area | Decimal | NO | The usable area within the floor, excluding structural elements such as walls and columns. The value is not derived from a floor plan automatically. It should be computed using a CAD system and entered manually in Space Management. |
Space
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Building + Floor | List | YES | Select the parent building and floor this space belongs to. |
Name | Text | YES | An identifiable name for the space. |
Code | Text | NO | A short reference code for the space. Must be unique if provided. |
Description | Text | NO | A brief description of the space. |
Start date | Date | YES | The date from which the space is active. |
Area | Decimal | NO | The total area of the space. |
EN15221-6 category | List | NO | The EN15221-6 area category assigned to this space. Used for standardised area reporting. Possible values:
|
Handicap accessible | Boolean | NO | Indicates whether this space is accessible to people with disabilities. |
Height | Decimal | NO | The ceiling height of the space. |
Perimeter | Decimal | NO | The total perimeter length of the space. |
Publicly accessible | Boolean | NO | Indicates whether this space is accessible to the general public. |
Seats capacity | Integer | NO | The number of seats available in this space. |
Space type | List | YES | Select the space type. Determines how the space is classified for reporting purposes. Defaults to the value set in General Settings if not specified. |
Use | List | NO | Defines how the space is made available. Select one of:
|
Volume | Decimal | NO | The total volume of the space. |
Subspace
Attribute | Data Type | Required? | Notes |
|---|---|---|---|
Building + Floor + Space | List | YES | Select the parent building, floor, or space this subspace belongs to. |
Name | Text | YES | An identifiable name for the subspace. |
Code | Text | NO | A short reference code for the subspace. Must be unique if provided. |
Description | Text | NO | A brief description of the subspace. |
Start date | Date | YES | The date from which the subspace is active. |
Footprint area | Decimal | NO | The ground-level area covered by the subspace. |
Height | Decimal | NO | The ceiling height of the subspace. |
Perimeter | Decimal | NO | The total perimeter length of the subspace. |
Subspace type | List | YES | Select the subspace type. Determines how the subspace is classified for reporting purposes. Defaults to the value set in General Settings if not specified. |
Use | List | NO | Defines how the subspace is made available. Select one of:
|
Volume | Decimal | NO | The total volume of the subspace. Entered manually. |
Calculated Attributes
The following are the calculated attributes in the system.
How They Work
Info
These attribute values are automatically calculated by the system from child records. For example, the “Net Room Area” of a floor is always the sum of the Areas of its active spaces. You cannot manually enter or override this value.
When Regions are nested, these values roll up through every level of the Region hierarchy — not just to the direct parent. For example, the total number of Buildings for a top-level Region includes all Buildings under every Site, Building, and child Region beneath it.
Attribute | How it is determined | How it is calculated |
|---|---|---|
Workplaces | System-calculated. No manual input required. | Each subspace classified under the Work class counts as one workplace. Rolls up to Space, Floor, Building, Site, and Region levels. |
Parking places | System-calculated. No manual input required. | Each subspace classified under the Parking class counts as one parking place. Rolls up to Space, Floor, Building, Site, and Region levels. |
Spaces | System-calculated. No manual input required. | Total number of spaces. Rolls up to Floor, Building, Site, and Region levels. |
Floors | System-calculated. No manual input required. | Total number of floors. Rolls up to Building, Site, and Region levels. |
Buildings | System-calculated. No manual input required. | Total number of buildings. Rolls up to Site and Region levels. |
Seats capacity | Entered manually when creating a space. | Aggregated from space level. Rolls up to Floor, Building, Site, and Region levels. |
Persons capacity | Entered manually when creating a floor. | Aggregated from floor level. Rolls up to Building, Site, and Region levels. Not applicable at Space or Subspace level. |
Net room area | System-calculated. No manual input required. | Aggregated from space level as the sum of all Space areas that belong to the floor. |
Primary area | Derived from the space area when the EN15221-6 category is set to Primary area. | Aggregated from space level. Rolls up to Floor level. |
Technical area | Derived from the space area when the EN15221-6 category is set to Technical area. | Aggregated from space level. Rolls up to Floor level. |
Circulation area | Derived from the space area when the EN15221-6 category is set to Circulation area. | Aggregated from space level. Rolls up to Floor level. |
Amenity area | Derived from the space area when the EN15221-6 category is set to Amenity area. | Aggregated from space level. Rolls up to Floor level. |
Creating Locations
Region
A Region is the broadest geographic grouping in the hierarchy. A Region can be a root node, or it can sit under another Region. Use regions to group sites and other regions across large geographic areas, such as continents, countries, or business divisions.
To create:
- Go to Settings > Locations > Regions
- Go to Actions > Add
- To create a root-level Region, leave the "Part of" field empty.
- To create a child Region, select a parent Region in the "Part of" field. The Start Date will default to the parent's Start Date — you can change it, as long as it is not earlier than the parent's.
To update:
- Go to Settings > Locations > Regions
- From the Grid > Click on a Region > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
- Note: A Region's parent cannot be changed from this panel. If you want to move a Region to a different parent, or make it a root node, use the Move action instead. To do this, select a Region > Go to Actions > Select Move.
Moving a Region
Moving a Region As with moving a Site or Building, the location lifecycle rules apply: you can only move a Region under another Region whose Start Date is the same as, or earlier than, the Region being moved.
When User chooses to move a Region, it moves along with its children.
A Region cannot be moved to a target Region that is itself a descendant of the Region being moved.
Site
A Site represents a physical location — typically a campus, an address, or a group of buildings on the same plot. A site can be a root node or sit under a Region.
- To create:
Go to Settings > Locations > Sites
- Go to Actions > Add
- To update:
Go to Settings > Locations > Sites
- From the Grid > Click on a Site > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
- Note: Site's parent cannot be modified from here. If you want to modify its parent Region or make it a root node > It can be done via 'Move' action. To do this, select a Site > Go to Actions > Select Move
Building
A Building represents a single physical building. It can be a root node, or sit under a Site. Every building must have a Building Type.
Note: A Building cannot be added directly under a Region.
- To create:
Go to Settings > Locations > Buildings
- Go to Actions > Add
- To update:
Go to Settings > Locations > Buildings
- From the Grid > Click on a Building > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
- Note: Building's parent cannot be modified from here. If you want to modify its parent or make it a root node > It can be done via 'Move' action. To do this, Select a Building > Go to Actions > Select Move
Floor
A Floor always belongs to a Building.
Note: Once a floor is created under a building, it cannot be moved. (Not possible to edit the Parent).
- To create:
Go to Settings > Locations > Floors
- Go to Actions > Add
- To update:
Go to Settings > Locations > Floors
- From the Grid > Click on a Floor > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
Space
A Space is a defined area on a floor — such as a meeting room, open work area, reception, or corridor. Every space must have a Space Type and belongs to exactly one Floor.
Note: Once a Space is created under a Floor, it cannot be moved. (Not possible to edit the Parent).
- To create:
Go to Settings > Locations > Spaces
- Go to Actions > Add
- To update:
Go to Settings > Locations > Spaces
- From the Grid > Click on a Space > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
Spaces are logical, not just physical
A Space does not have to correspond one-to-one with a physical room. A single large room can contain several spaces for space management purposes. Equally, a single space can span what are physically two adjacent rooms. The defining boundary is the space management need, not the wall.
Subspace
A Subspace is the smallest unit in the hierarchy and always belongs to a Space. Use subspaces when you need to track or manage individual items within a space — for example, individual desks within an open-plan work area, or individual parking bays within a parking space.
Note: Once a Subspace is created under a Space, it cannot be moved. (Not possible to edit the Parent).
- To create:
Go to Settings > Locations > Subspaces
- Go to Actions > Add
- To update:
Go to Settings > Locations > Subspaces
- From the Grid > Click on a Subspace > Details panel appears on the right, can be edited from here
- Note: You cannot modify the 'Start date' once created.
Bulk Importing Locations
If you are setting up a new tenant or migrating from another system, you can import large quantities of location data from spreadsheets rather than creating records one by one.
How to Bulk Import
- Navigate to the page that corresponds to the location data you want to import — for example, go to Regions to import regions, or Buildings to import buildings.
- Click Actions → Download Template to get the latest Excel template.
- Always download a fresh template before each import to ensure you are working with the most up-to-date format.
- Fill in the template with your data, following the instructions provided within the file.
- Click Actions → Import and select your completed Excel file to begin the upload.
- Importing nested Regions The Regions import template includes a "Part of" column, placed after "Description". Use this column to define each Region's parent and build a full hierarchy in one import. Because Region names must be unique across the tenant, the "Part of" column is enough to identify the correct parent — you do not need to repeat the full path. During import, the system checks that the parent Region named in this column already exists.