Who is this article for?

Administrators responsible for facility, location, room management.

Administrator role is required.

Spaces define how your organisation’s physical locations are structured within the platform. This hierarchy ensures that inspections, inventories, and compliance events can be accurately tied to specific sites, facilities, or rooms.

This article pulls together best practices and Help resources you need to effectively manage spaces.

1. Best practices

To maintain your spaces well:

• Keep a consistent naming conventions (e.g., Building A – Room 101).
• Archive inactive rooms and facilities instead of deleting them to preserve history.
• Review rosters quarterly to ensure responsible parties remain accurate.
• Use tags and room types to simplify reporting and automated scheduling.
• Use toom types to standardise inspection frequencies and simplify scheduling.
• Keep inspection cycles consistent across similar workspaces to streamline compliance reporting.
• Review room types annually to retire unused categories and ensure alignment with current operations.
• For multi-site clients, coordinate naming conventions (e.g., Wet Lab – UG Campus vs. Wet Lab – North Plant) for clarity across locations.

2. Resources

2.1. General

• Overview of the spaces hierarchy

2.2. Locations and facilities

• Adding a location
• Adding a facility
• Adding users to a space roster
• Setting an inspection schedule for a space

2.3. Rooms

• Adding a room
• Adding a room type
• Editing a room type
• Setting an inspection schedule for a room
• Setting an inspection schedule for a room type

If your site uses customised terminology (for example, if Rooms have been relabeled as Cities), the field or menu name may appear differently in your system. All functionality remains the same regardless of the label.