Locations | Adding, Editing, Parsing Out Permissions, Assigning Items

Sections in this article:

• The Purpose of Locations

• How to Add New Location

• Editing a Current Location

• Default Location

• Assigning Users & Items to Locations

• Locations on an Event

• Conflict Detection Between Locations

• Assigning Locations on Events

• Deleting Locations

• Where You Can Filter by a Location

The Purpose of Locations

A Location is used to separate Events and User Permissions across physical campuses. Different eSPACE subscription levels allow for a different number of locations to be added. Please see our website for what is included in each subscription tier.

Once locations are added to the account, whether that be one or multiple, locations can be used to parse out user permissions, filter events on the calendar views, and more!

How to Add New Location

To Add/Edit new locations for your organization, navigate to Settings > Basic > Locations.

Based on your subscription level, to add a new location, simply click the blue "Add New Location", button.

• Subscription Level Information and Locations

A new window will open where you will add the "Location Name", "Loc Code" (desired abbreviation) and then SAVE.

• The Loc-Code will be used to show the locations on the Calendar and Dashboard.

Editing a Current Location

To edit a current location, simply click on the green edit button to the right of the location, make your changes and then SAVE!

Once assigned you will see the new LOC CODE prefix the actual name of the Space/Resource/Service on the treeviews.

Default Location

• Each eSPACE account will also need a default location.
• If your account has only one location then your default location needs to be that one location.
• If your account has more than one location then you can choose which location is the default.

Assigning Users & Items to Locations

• Once you add a location, then you can give different users access to that location, and assign items (space, resources and services) to the location so users with access to that location can quickly choose the right location and items for their event.
  • Admins can Settings > Basic > Users, and click the green EDIT  button to the right of the person's name. Now at the bottom of each user’s info you will see a "Location Permissions" section. Simply click on this to expand and then assign the location(s) permissions for the user here and SAVE.

• Now that you have locations assigned, you can also assign all of your items (Spaces/Resources/Services) to their respective location. You can do this when adding a new item or by editing the item and then selecting the desired location.
  • When you assign a location to an item, it can only be viewed and reserved by users that have user permissions for that location. If you do not assign a location to an item and you have multiple locations, the item can be viewed and reserved by all users for all locations.
  • Assigning spaces to locations (or your one location) also allows you to be able to link them on your Floor Plan: Floor Plan | Linking Spaces

Locations on an Event

• Since events and user permissions are tied to locations, all events will need a location even if the event is offsite or virtual.
  • Each user will be able to see events on the internal calendar views based on the location(s) they have access to under their user permissions and which location(s) events are assigned to.
• If your account has only one location then each event will default to that location.
• If your account has more than one location then each user will be able to choose a location on the event Details tab before submitting the event for approval.

Conflict Detection Between Locations

• Read this Knowledge Base article to learn about: Location Conflicts
• If you have multiple locations for your organization and would like to show event conflicts across locations, go HERE.
  • For example, let's say you have a women's event on a Saturday morning at the main campus; however, you have another women's event at the east campus during the same date and time. You may want to show location conflicts here so that an attendee doesn't have to choose between the two events that are scheduled.

Assigning Locations on Events

Locations are the foundations of eSPACE so all events need to be assigned to at least one location. Locations can be assigned on the Details tab of an event.

Deleting Locations

• We recommend that you do NOT delete any locations on your account until you talk to Customer Support: support@smartchurchsolutions.com
• Locations are the foundation of your account and what all your events, spaces, resources, services, and users are tied to locations.
• Single Location customers will not be able to delete their one location: Change Your Organization's Name in Your Account

Where You Can Filter by a Location

• Learn more: Internal Calendar Views and Navigation
• Exporting Events: Export Your eSPACE Events to Google, Outlook or Apple!
• Find a Space: Find an Available Space to Create an Event
• Reports: Overview of Reports in Event Scheduler
• Generating a Public Calendar by Location: Public Calendar Feature | Embed/Put Your eSPACE Calendar on your Website

This tool is a tremendous asset to any organization as they manage their events across multiple locations.