Master data
Locations
The physical tree of where your organisation operates — countries, buildings, floors, rooms. The anchor for reservations, tickets and chargeback.
Updated Jan 23, 2026
Configuration · Masterdata · 4M.3
Locations form the physical foundation of Gfacility. Whether it’s entire buildings, specific meeting rooms or geographical areas — this is the anchor for anything that happens somewhere: reservations, tickets, assets and chargeback.
Why this matters to the business
"Service engineer doesn't know where"
Ticket linked to location → the engineer sees exact building, floor and room.
"Room double-booked in Outlook and Gfacility"
Sync with Microsoft 365 or Google Calendar → one source of truth for availability.
"Chargeback per building impossible"
Location level = reporting level for finance — decide up front how deep you go.
"Visitors pick the wrong entrance"
"Visible on visitor kiosk" flag per location → only relevant options appear.
Structure in 4 classes
Which classes you use — and how deep you go — drives what you can analyse and charge back later.
Level 1
Geography
Divisions above the building level — country, region, city, campus.
Level 2
Building
A physical building — address, opening hours, capacity.
Level 3
Floor
A specific floor. Optional — only if you want to analyse per floor.
Level 4
Room
The actual space — meeting room, workstation, storage. Reservable or manageable.
What do you set per location?
| Field | What it does |
|---|---|
| Name, code & description | Identification. Code is handy for exports and integrations. |
| Type | Specific subtype within a class (e.g. "Meeting room" or "Quiet workstation") — from classifications. |
| Capacity | How many people fit. Drives search results and booking rules. |
| Parent | Higher-level location. Builds the tree: Room sits under Floor under Building. |
| Available when booking | Yes/no — hides the location from the reservation picker without deleting it. |
| Visible on kiosk | Yes/no — controls whether visitors can pick the location as a destination. |
| Sync with Microsoft / Google | Rooms only. Links to an Exchange or Google Calendar resource account. |
| Room layout | Available seating arrangements (theatre, U-shape, cabaret) with capacity and photo. |
| Members | People or workgroups with a role — source for approvers on location requests. |
Which decisions will you make?
How deep do you build the tree?
Stop at building, go down to floor, or capture every workstation? Depends on what you want to analyse and charge back.
Which room setups do you have?
Theatre, U-shape, cabaret, flex desk — depends on what you book daily and how you communicate capacity.
Chargeback per location?
Affects whether locations default to cost centres or finance workflows.
Microsoft 365 or Google sync?
Are rooms synced as resource accounts, or do you manage them manually?