Locations & rooms

Locations & rooms is where you manage the physical places your organisation delivers care — a site, practice or treatment location — and the rooms within them. Locations hold the address, contact details and AGB code used for billing and appointments; rooms let you tie an appointment to a specific room. The screen is intended for organisation administrators and practitioners with the right to manage locations.

Overview

Route	/organization/locations, /organization/locations/:locationId
Audience	Practitioner / organisation administrator
Required permissions	locations.read (view), locations.create, locations.update, rooms.read, rooms.create, rooms.update, rooms.delete

Management is split across two screens:

Screen	Route	Purpose
Locations list	/organization/locations	List of all locations, create and sort.
Location detail	/organization/locations/:locationId	View and edit a single location, and manage the rooms within it.

Click a row in the list to open that location.

How it works

Locations and rooms are more than an address book. The details and the status you record here ripple through to the agenda, the client list and the billing chain. A few choices on this screen therefore have consequences elsewhere in the application.

Delete versus deactivate. A room that already has appointments linked to it cannot be deleted: the system blocks this with a message and keeps the room in place, so the history of those appointments stays intact. To take such a room out of use, deactivate it instead of deleting it. Deletion is only possible for a room that has never had an appointment linked to it. The same principle applies to locations: you take a location out of use by deactivating it, not by wiping its data.

Active and inactive. Both a location and a room are either active or inactive. The status determines whether the location or room can still be chosen when scheduling a new appointment: only active locations and rooms appear in the dropdowns of the agenda and the appointment form. An inactive location or room is kept and stays visible on existing appointments already linked to it — so you lose no history — but is no longer available for new appointments. Deactivate a room or location when you want to stop new bookings without affecting the existing schedule.

AGB code and declarations. Several AGB codes play a role in the billing chain, each at its own level:

Level	Where you set it	Role in the declaration
Organisation	Organisation settings	The practice's AGB code; required as the sender of the declaration. If it is missing or invalid, no declarations can be sent.
Practitioner	User / profile	The personal AGB code of the care provider who delivered the care; included as the performer in the declaration.
Location	This screen	The AGB code of the physical location. You record it here; a contract can be linked to a location so that declarations under that contract map to the right location registration.

The AGB code on this screen must be eight digits; an invalid code blocks creating or saving the location.

Location filter elsewhere. The location you manage here returns as a filter on other screens. In the client overview you can narrow the list to a single location (only active locations appear in that filter), and in the agenda you can filter appointments by location and show the rooms of the chosen location as scheduling resources. Which location a client or appointment is tied to therefore helps determine what is visible in those overviews.

Create location

1. Click + New location in the top right.
2. Fill in the fields in the Create new location dialog.
3. Click Create location.

A new location is active by default. You add rooms afterwards on the detail screen — see Create room.

Field	Required	Description
Name	Yes	Name of the location.
Description	No	Short note about the location.
Street	No	Street name and number.
Postal code	No	Postal code of the location.
City	No	City.
Phone	No	Phone number of the location.
Email	No	Email address of the location.
AGB code	No	AGB code of the location (eight digits). An invalid code blocks creation.

Sort

Click a column header in the locations list to sort the locations by that column. Click the same header again to switch between ascending and descending. By default locations are sorted by name, ascending.

Sortable columns are name, status and created at.

Edit location details

On the detail screen you change a location's name, description, address, contact details and AGB code.

1. Open the location from the list.
2. Click Edit location.
3. Adjust the fields across the three blocks — Address details, Contact details and Billing information (AGB code).
4. Click Save changes (see Save).

Field	Required	Description
Name	Yes	Name of the location; cannot be empty.
Description	No	Short note about the location.
Street	No	Street name and number.
Postal code	No	Postal code of the location.
City	No	City.
Phone	No	Phone number of the location.
Email	No	Email address; an invalid address blocks saving.
AGB code	No	AGB code (eight digits); an invalid code blocks saving.
Location is active	No	Checkbox to activate or deactivate the location.

Activate or deactivate location

A location is either active or inactive. The status appears next to the location name and determines whether the location can still be selected.

1. Open the location and click Edit location.
2. Tick or untick the Location is active checkbox.
3. Click Save changes.

A deactivated location is kept, but is marked inactive.

Create room

Rooms are managed in the Rooms block on the location detail screen.

1. In the Rooms block, click + New room.
2. Fill in the fields in the Create new room dialog.
3. Click Create room.

A new room is active by default.

Field	Required	Description
Room name	Yes	Name of the room.
Capacity	No	Number of people the room holds (at least 1).

Edit room

1. In the rooms table, click Edit next to the room.
2. Adjust the name, capacity or status.
3. Click Save changes.

Field	Required	Description
Room name	Yes	Name of the room.
Capacity	No	Number of people the room holds (at least 1).
Room is active	No	Whether the room is active or inactive.

Delete room

1. In the rooms table, click Delete next to the room.
2. Confirm in the dialog.

Note: a room that has appointments linked to it cannot be deleted. Deactivate the room in that case — see Activate or deactivate room.

Activate or deactivate room

Next to each room is an Activate or Deactivate button, depending on its current status. Click it to put the room in or out of use immediately; the change is saved right away. An inactive room is kept, but is no longer available for new appointments.

You can also change the status with the Room is active checkbox in Edit room.

Save

You save changes to a location with Save changes at the bottom of the edit form. The button is only available when something has actually changed and the entered data is valid (an invalid AGB code or email address blocks saving). Click Cancel to leave editing without saving.