Buildings/Rooms

Created by Harrigan Phillips, Modified on Tue, 30 May 2023 at 03:06 PM by Hannah Whitaker

Buildings and Rooms (otherwise known as Locations) are used in many places within Databridge, but they are mainly used to indicate where Sessions are taking place.

Important
If you are creating Sessions/Timetables, you should enter all the relevant locations beforehand.  

For locations to be used on timetables, please ensure the 'timetable room' checkbox is ticked in Standard Values.

Accessing Buildings Setup

To add, edit and delete Buildings and/or Rooms, you need to navigate to Administration -> Standard Values.

Within the Location Values area, you can click on Buildings to view the list currently stored in Databridge. You can filter this list by using the Site dropdown, or by ticking the Not In Use tick option.

Adding/Editing a Building

To add a new Building, click the blue Add Building button.

To edit an existing Building, click on the Building name on the left.

Whichever option you use this then populates the right hand side of the modal accordingly. You may have noticed that it loads the first Building in the left hand list by default.

Add/edit the fields accordingly:

Building Tab

Field	Description
Photo	You can attach a picture of the Building.
Site	Select Cross Site if you want this Building to be available across the whole system. If you only want it to appear for certain Sites, select the relevant one.
Building Name	The descriptive label for users to identify it e.g. College, Education Department, Pool
Address	The full address of the Building. Often only entered for external locations.
Telephone 1	The main telephone number for the Building.
Telephone 2	If available, an alternative telephone number for the Building.
Fax	If available, the fax number for the Building.
Email	If available, the email address for the Building.
Residential	Tick to state this Building is a Residential Building. This will then include this Building on dropdowns that look for Residential only Buildings.
Building Type	You can specify different types for a Building in Standard Values -> Location Values -> Building Types
Building Group	You can specify different types for a Building in Standard Values -> Location Values -> Building Groups
In Use	Tick to show this Building within Databridge. When unticked the Building will only appear in places it was selected prior to this.
Staff 1	Assign a member of Staff to the Building.
Staff 2	Assign a secondary member of Staff to the Building.

Details Tab

Field	Description
Owned/Rented	Indicate if you own or rent this Building
Owner	If rented, specify who the Owner is
Letting Agent	Select as required, you can add/edit these in Standard Values -> Location Values -> Letting Agents.
Terms of Lease	Select as required, you can add/edit these in Standard Values -> Location Values -> Terms of Lease.
Rent	Enter a rent amount as required.
Start Date	Enter a Start Date of any rental agreement as required.
End Date	Enter a Start Date of any rental agreement as required.

Service

This tab contains a list of items where you can enter as many as required. This is commonly used for Services such as PAT Testing.

To add a new entry click the blue Add Service button.

To edit an existing one, click on the relevant row.

Field	Description
Service Type	Select as required, you can add/edit these in Standard Values -> Location Values -> Building Maintenance.
Information	Enter relevant details about the Service.
Test Date	Enter the date of the service.
Retest Date	If this service needs to be renewed in the future, enter a date accordingly.
Item Number	A reference for the service.
Comments	Any additional comments or notes you wish to add.
Tested	Tick to confirm if the service/test has occurred
Passed/Failed	Select if the test resulted in a Pass or Fail

On the modal for the Service, you can also click the blue Re-Test button. This will create another entry for the service by incrementing the current dates by a year and asking to confirm if that service passed or failed.

Adding/Editing Rooms

Open the Buildings list from Administration -> Standard Values -> Location Values -> Buildings.

Click on the relevant Building from the list on the left hand side.

Click on the Rooms button at the bottom of the modal.

The Rooms setup works in the same way as the Building one above. The left hand side will show a list of the currently entered Rooms against the Building.

To add a new Room, click the blue Add Room button.

To edit an existing Room, click on the Room name on the left hand side.

Whichever option you use, the right hand side of the modal will be populated with the Room details.

Field	Description
Photo	You can attach an image of the Room. If Location Style is selected on a Timetable, this will be the image displayed.
Room Name	The descriptive label of the room e.g. Classroom 1, Lunch Hall etc
Department	Select as required, you can add/edit these in Standard Values -> General Values -> Department.
Wheelchair Access	Tick to indicate if the Room has Wheelchair Access.
Floor	If required, enter the floor the Room is on.
Square Meters	If required, enter the size of the Room.
Capacity	If required, enter the number of people the Room is at capacity.
Room Type	Select as required, you can add/edit these in Standard Values -> Location Values -> Room Types.
Data Sockets	If required, enter the number of available data sockets.
Other Information	Enter any other additional notes or comments required.
Timetable Room	Tick to indicate if this room is used for Sessions, this helps limit the number of available rooms when creating them.

Deleting Buildings/Rooms

To make a Building just unavailable, select it and untick the In Use field.

To delete the Building, select it and click the red Remove Building button.

To delete a Room, select it and click on the red Remove button.