Who is this article for?

Chemical inventory administrators who want to learn to configure areas.

Administrator access is required.

Areas, also called sublocations, allow chemical owners to record the exact storage location of each container within a room, supporting accurate recordkeeping, efficient inspections, and faster emergency response.

1. Understanding why to use areas

Common examples of areas include flammable cabinets, fume hoods, desiccators, refrigerators, and cold rooms.

Configuring and maintaining areas improves:

• Inventory accuracy – Ensures clear visibility of where chemicals are stored within each room
• Safety inspections – Allows inspectors to locate and verify materials quickly
• Emergency response – Enables first responders to find and assess chemical hazards efficiently

2. Creating area types

Define standard categories of sublocations that can be assigned to rooms.

To create area types, follow these steps:

1. Go to Data Manager, then select Room Types, then choose Area Types.
2. Click Create New Room Type.
3. Complete the following fields:
   • Area Type Name: A short, descriptive label (e.g., Ventilated Flammable Cabinet, Chemical Refrigerator)
   • Area Type Description: Optional notes about usage, restrictions, or safety requirements
   • Status:
     • Active – Available for assignment to rooms
     • Inactive – Retained for historical records but hidden from future use
4. Click Save to create the new area type.

To edit an existing area type, click the Edit icon next to the area type you wish to update.

3. Assigning areas to rooms

Add specific sublocations within a given room.

To assign areas to rooms, follow these steps:

1. Go to Data Manager, then select Rooms, then choose View Room Details, then click Add Area (+).
2. Click Add Area (+).
3. Complete the following fields:
   • Area: Specific sublocation name (e.g., Flammable Cabinet #2)
   • Room: Auto-filled based on the selected room
   • Area Description: Optional notes (e.g., Class 1B flammables only)
   • Area Type: Choose from your predefined area types
   • Area Status:
     • Active – Available for selection when users add containers
     • Inactive – Prevents new use but preserves historical data
4. Click Save.

To edit an existing area, click the Edit icon next to the area entry.

4. Using areas in inventory

When users add or edit a chemical record, the Area dropdown displays only active sublocations associated with the selected room. This ensures that storage information remains consistent and up to date.

5. Reviewing example use cases

6. Following best practices for administrators

• Use clear, consistent naming conventions – For example, "Cabinet 01 – West Wall" or "Refrigerator A – Biochem Lab." This helps users select the right area during container entry
• Align area types with inspection categories – If your inspection checklist includes fume hoods or flammable cabinets, create matching area types for easy cross-referencing
• Avoid deleting old areas – Instead of removing them, mark them as inactive to preserve historical inventory and inspection data
• Set up common templates for similar rooms – For large campuses or multi-site operations, define standard area layouts that can be reused when onboarding new labs or facilities
• Review inactive areas quarterly – Confirm they are still unused or that no containers remain linked before archiving permanently
• Bulk upload when starting implementation – During initial setup, Support can assist with an import of rooms and areas to save time and ensure consistency
• Coordinate with chemical owners – Ask lab managers or site leads to confirm area names match physical labels to prevent confusion during audits or emergency response