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Managing Locations

Publicado el 9/11/2025
por RefriTrak Team
customerslocationsbasics

Learn how to add and manage multiple service locations for your customers, including addresses and location-specific details.

Managing Locations

Most customers have multiple service locations where equipment is installed. RefriTrak allows you to track separate locations for each customer, making it easy to manage equipment, schedule jobs, and generate location-specific reports.

Understanding Locations

What is a Location?

A location is a physical address where:

  • Equipment is installed
  • Service work is performed
  • Refrigerant is stored or used
  • Technicians are dispatched

Location vs. Customer

  • Customer: The business or individual (billing entity)
  • Location: Physical service address (can have many per customer)

Example:

  • Customer: "ABC Grocery Chain, LLC"
  • Locations:
    • ABC Grocery - Downtown (123 Main St)
    • ABC Grocery - Northside (456 Oak Ave)
    • ABC Grocery - Westport (789 Elm Blvd)

Adding a New Location

Method 1: While Creating a Job

When scheduling a new job, you can create a location on the fly:

  1. Start creating a job
  2. Select customer
  3. Click Add New Location in the location dropdown
  4. Fill in location details
  5. Continue with job creation

Method 2: From the Location Page

From the location page, you can add a location by clicking the Add Location button in the top right. You'll also see all of the locations in a table list, as well as search by location.

Location Fields

Required Information

Location Name:

  • Descriptive name to identify this location
  • Examples: "Main Store", "Warehouse #2", "Downtown Location"

Address:

  • Street address
  • City
  • State
  • ZIP code

Editing Locations

Update Location Details

  1. Navigate to the locations page
  2. Click on the location menu
  3. Click Edit Location
  4. Update fields as needed
  5. Click Save Changes

What You Can Edit

  • Location name
  • Address

Viewing Location Information

Location Detail Page

Each location has its own detail page showing:

Equipment at Location:

  • All units installed at this address
  • Equipment status and refrigerant types
  • Recent service history per unit

Recent Jobs:

  • Service appointments at this location
  • Completed and upcoming work
  • Job history and notes

Working with Multiple Locations

Organization Strategies

For Chain Stores/Franchises:

  • Use consistent naming: "[Brand] - [Area/Store#]"
  • Include store numbers if applicable
  • Example: "ABC Grocery - Store #105"

For Property Management:

  • Use property names or addresses
  • Example: "Riverside Apartments" or "555 Park Avenue"

For Facilities with Multiple Buildings:

  • Specify building names or numbers
  • Example: "Corporate Campus - Building A"

Location-Specific Features

Equipment Assignment:

  • Each unit is assigned to a specific location
  • View all equipment at a location from the Locations tab

Job Scheduling:

  • Jobs are scheduled for specific locations
  • Technicians can see location address for dispatch

Reporting:

  • Generate reports filtered by location
  • Track refrigerant usage per location
  • Location-specific compliance reports

Common Scenarios

Scenario 1: Commercial Customer with Multiple Stores

Customer: Regional grocery chain
Need: Track 15 store locations separately

Setup:

  1. Create one customer record for the business
  2. Add 15 locations (one per store)
  3. Add equipment to each location as needed
  4. Schedule jobs to specific locations

Benefits:

  • Consolidated billing under one customer
  • Separate equipment tracking per store
  • Location-specific service history

Scenario 2: Residential Customer with Multiple Properties

Customer: Property owner with rental units
Need: Track service for 3 rental properties

Setup:

  1. Create customer record for property owner
  2. Add 3 locations (one per rental address)
  3. Add HVAC equipment to each location
  4. Track maintenance separately

Benefits:

  • Single customer billing
  • Separate service records per property
  • Easy tracking for tenant turnover

Location Notes and Instructions

Best Uses for Notes Field

Access Information:

  • Gate codes or key locations
  • Building access instructions
  • Security procedures

Site Contacts:

  • On-site manager name and number
  • After-hours emergency contact
  • Preferred communication method

Service Requirements:

  • Must call ahead
  • Restricted service hours
  • Special handling or safety requirements

Equipment Information:

  • Equipment room location
  • Special tools needed
  • Unique system configurations

Common Questions

Q: Can I move equipment from one location to another?
A: Yes, edit the equipment unit and change its assigned location. The service history moves with it.

Q: Can I delete a location?
A: Locations with associated equipment or job history cannot be deleted to preserve records.

Q: How many locations can one customer have?
A: There is no limit. Large commercial customers often have dozens or hundreds of locations.

Q: Do all locations share the same billing address?
A: Yes, billing information is stored at the customer level. All locations under a customer share the same billing address and contact.

Q: Can I see all equipment across all locations for a customer?
A: Yes, on the customer detail page, the Equipment tab shows all units across all locations. You can filter by location if needed.

Q: What happens if I change a location's address?
A: The address is updated, but all historical data (jobs, equipment, service records) remains attached to the location. This preserves the service history even if the physical address changes.