Locations

A location defines where each item can be found. In Trail, a location can be either a physical place (e.g. a room, storage area, or building) or another item.

To ensure consistency, only a limited number of users are allowed to add and edit locations in Trail.

Topics:

  1. Example of locations
  2. Creating a location
  3. Creating a sub-location
  4. Location's own view
  5. Deleting a location
  6. Examples of location hierarchy

Example of locations

These are indicative examples to help you design your location structure. You might want to consider a location hierarchy if, for example, you have multiple buildings.

Keep names clear so that users can easily recognize them.

Parent location Location Sublocation
Office Lobby
Office Meeting room 102
Office Meeting room 103
Teatterikuja 4 Main stage
Teatterikuja 4 Lighting and sound booth
Outdoor storage Corridor A A-01-01-A1 (example of a shelf position)

Creating a location

  1. Open Admin → Locations.
  2. Click New location.
  3. Fill in at least the following information:
    1. Name: The name of the location (Mandatory)
  4. Click Create.

Additional fields when creating a location:

  • Code: Add if your organization uses unique location codes.
    • Example: “Meeting Room Cloud” might have the code 104.
    • If rooms are not individually named, include the room number in the location name, e.g. “Meeting Room 104”.
  • Hidden: You can temporarily hide a location so it won’t appear in search fields in different views.
  • Location type: The most common option is Location.
    • Other options: offsite storage or storage location (for warehouse shelf tracking), or fixture (e.g., lighting positions).
  • Email notifications: You can route notifications about items at this location to specific email addresses. Add multiple addresses separated by commas or spaces. (More info: Notifications)
  • GPS coordinates and addresses: You can add one or more addresses by clicking New address.

Creating a Sub-Location

Often you may want to specify location data in more detail. For example: Building 1 has multiple rooms. To reflect this structure, you can create a sub-location for a main location.

  1. Open Admin → Locations.

    Click New location.

    Fill in at least the following information:

    • Name: Name of the more specific sub-location.
    • Parent location: Choose the main location this belongs to.

👉 Tip: Alternatively, find the main location from the list and click the + icon. The parent location will be pre-filled automatically.

  1. Fill in the rest of the sub-location details as when creating a new location.
  2. Click Create.

Location's own view

When you click the name of a location, its detail view opens. Here you can:

  • Edit or delete location
  • Print a label for the location (if printing is available)
  • Export an Excel list of the location’s items, stock models, or consumables
  • Add items by scanning a barcode into the Scan barcode field
  • View the edit history (if you have the rights)

Deleting a Location

  1. You can delete a location in two ways:
    1. Click the Trash icon in the location list.
    2. Open the location detail view and click Delete.
  2. The location is first soft deleted.
  3. Soft-deleted locations can be found in Advanced search by selecting Deleted → Show only deleted locations.
  4. A soft-deleted location can be restored.

Permanent Delete

    1. A location can only be permanently deleted if no items remain in it.
    2. After a location has been soft deleted, the Permanently delete option appears on its page.
    3. Once permanently deleted, the location is completely removed and cannot be restored.