Locations

A location is a place where assets may be located. Some organizations use other words to describe a location, such as:

• Site

• Place

• Space

List all locations

To see a list of all locations, navigate to the locations page. Here you will see a table with location names, associated customers, addresses, and how many assets are at each location.

Use the search or filter options to refine the location list.

View individual location details

To view the full details of a location, click the right arrow ➡️ button in the location list.

A side window will appear showing the location details.

This window includes options for the following location information:

• Company - the company associated with this location

• Address - complete address for this location

• Include in inventory - whether the location is treated as part of your inventory

• Assets - list of assets currently at this location

Location details also include a full audit log of the changes made to the location over time.

Create a location

To create an individual location, click the "Add location" button and a window will appear. Choose the customer associated with the location and enter the location's name. You may optionally enter an address and customize it. Select whether to include the location in inventory. Then click "Add."

Customer and Name are the only fields required to create a new location.

Inventory vs. non-inventory

Your company's locations default to inventory (i.e., they are included in your inventory totals); your customer's locations default to non-inventory (i.e., they are not included in your inventory totals). You can change these defaults at any time.

For example, a business may have an R&D facility with some assets for development purposes. Those assets should be tracked at the company's location, but those assets should be treated as non-inventory because they are not available to be sold to customers. Conversely, a business may rely on a third-party logistics provider to store assets and dropship them. Those assets should be tracked at a customer location (the third-party warehouse), which should be designated as inventory.

Bulk creation

Users can upload or update locations in bulk via a file upload, API connection, or direct integration.

Location data uploader

The location data uploader provides an intuitive interface for importing location information and updating locations in bulk. This tool streamlines the process of adding multiple locations to the platform, or of updating location data in bulk.

Using the uploader:

1. Navigate to the locations page and choose the "Import location data" option

2. Choose your CSV data file with columns mapped to the appropriate locations fields

3. Upload your file and Hardfin will automatically validate and process your data

4. Review the data results to ensure accuracy

The uploader will automatically validate customer associations and address formatting, providing detailed feedback for any issues that need resolution.

Other bulk creation options

To configure location sync using an integration with a CRM or ERP, or to set up API access, please contact support.

Edit a location

To edit a location, click the pencil icon ✏️ in the location details window.

A small window will appear to edit the location name and address and inventory status. The customer associated with the location cannot be changed.

Merge locations

When you have duplicate location records or need to consolidate location data, you can merge two locations into a single record. This process combines all associated data (assets, projects, inventory) from both locations into one retained location record.

To merge locations:

1. Navigate to the location you want to keep (the "retained" location)

2. Click the merge icon in the location details window

3. Select the location you want to merge into this record (the "removed" location)

4. Review and confirm the merge details

5. Click "Merge locations" to complete the process

The merge process automatically:

• Transfers all assets from the removed location to the retained location

• Consolidates inventory records and counts

• Updates project and assignment references

• Preserves audit history for both locations as part of the new merged location record

• Maintains customer associations (you can choose which customer reference to associate to the new location)

Archive a location

To archive a location that is not yet archived, click the archive icon 👁️‍🗨️ in the location details window.

A small badge will appear on the location indicating Archived.

The location will now be visible in the location list only when "Archived" is selected.

To unarchive a location that is already archived, edit the customer and select the unarchive icon 👁️‍🗨️ in the location details window.

Using the map

Hardfin generates a dynamic map using real-time data on your locations and assets. Company locations in blue circles 🔵 and customer locations in grey circles ⚪.

You can click on any location to immediately access location details for that location. Users can move the map by clicking and dragging, and can zoom using the scroll wheel on your mouse.

This map shows all locations with address information, and all assets that are at a location. Locations without addresses are not shown. Assets that are in transit are not shown.