Set up Locations in Admin

Use Locations to organise the places where assets are observed, then review where assets were last recorded. Locations are separate from allocations: an allocation records who or what an asset is assigned to, while a location records where it was seen.

Access note: if Locations is not enabled for your organisation, contact your Ledger representative. Once access is available, an organisation administrator can create the structure and configure device policies. Enabling tracking may be restricted to Ledger support.

Plan the structure

Start with names your team already uses. For example:

North site
└── Workshop
    ├── Shelf A
    └── Shelf B

In Ledger, a location can represent a site, building or room. A child location can represent a room within a building. Positions add a more specific place inside a location, such as a shelf, rack or bay.

Keep the structure as simple as your workflow allows. Add positions only when the team needs to distinguish between areas inside a location.

Create locations

1. In the organisation’s Admin panel, open Locations.
2. On the Locations tab, add a top-level location, such as a site or building.
3. Select a building and add child locations for rooms or other areas.
4. Repeat for the places where your team will record assets.

Use distinct names for locations. If a place is no longer used, archive it rather than reusing its name for a different physical area. This keeps older location history understandable.

Screenshot placeholder: Admin → Locations tab showing a building and its child rooms. Capture with sample data and no customer information.

Add positions

1. Open Positions & labels.
2. Select Add position and choose the location it belongs to.
3. Give it a clear name, such as Shelf B or Rack 4.
4. Add any position fields your team needs, then save.

Positions belong to a specific location. If the same shelf numbering is used in several rooms, create a position in each relevant room. You can create presets when you want to reuse a set of position fields.

If your team will scan barcodes or RFID labels to select a position, register those labels against the position here. Otherwise, the mobile operator can select the destination from the available locations and positions.

Screenshot placeholder: Positions & labels tab showing a position, its location, and optional registered label.

Configure tracking and devices

Open the Locations tab and review the tracking policy:

• Confirm each session asks mobile users to confirm a destination for each session.
• Remember last location reuses the last selected destination.
• Use a default location starts from the selected default destination.

Save the policy after making changes. Location tracking requires at least one active location.

Open Device policies to configure how each device records locations. Mobile devices can use the organisation policy or an appropriate device policy. A fixed device, such as a Tori desktop terminal, must be assigned a building or room. Tori records to that configured location; it does not select a position during a scan.

If the device is configured as fixed, make sure its location is active and correct before staff use it. The terminal displays its configured location.

Screenshot placeholder: Device policies tab showing a mobile policy and a Tori terminal assigned to a fixed room.

Record and review locations

Once tracking is enabled and devices have a policy:

• Use Move Items in the mobile app to choose a destination, scan assets and confirm the batch.
• Use Record location in Tori to scan assets at its configured fixed location and confirm the batch.
• Use Assets in Admin → Locations to review assets at a location. Select an asset to open its location history.

See Record asset locations in the mobile app and Record asset locations in Tori for the scanning steps.

Screenshot placeholder: Admin → Locations → Assets showing the selected location and asset location history link, using sample records.

Maintain the location list

Archive locations or positions that are no longer in use. Archived locations remain part of historical records, but users should choose an active location for new scans. Avoid renaming a location to mean a different physical place; create a new location instead.