Locations

The Locations section manages the physical storage places in your institution and tracks where objects are at any given time. Locations are arranged in a hierarchy that mirrors your physical layout.

Location hierarchy

Locations form a tree — for example:

Main Building
  ├── Store Room A
  │     ├── Shelf 1
  │     └── Shelf 2
  └── Gallery 1
        └── Case 3

Each location has a type that describes what kind of place it is: Building, Room, Gallery, Storage, Cabinet, Shelf, Case, or Drawer. Types affect icons and filtering but not functionality.

Storable locations are locations that can hold objects directly — typically shelves, cases, drawers, or cabinets. Higher-level locations (buildings, rooms) are containers for navigating the hierarchy but do not hold objects themselves.

Creating locations

Select a parent location in the tree and click + Add child. To create a top-level location, use + New location. Every location requires a name. Setting Can store objects makes it available when checking in resources.

The Overview tab

Shows a summary of this location — its type, capacity (if set), number of objects currently stored, and basic details.

The Items tab

Lists all resources currently stored at this location.

Each row shows the resource's reference code and title. From here you can:

• ↗ — Open the resource directly
• Move — Move the object to a different location (opens a location search)
• Check out — Remove the object from this location and place it in the virtual Checked out location, choosing a reason (see below)

The Checked out location is a system-managed virtual location. Objects checked out appear there until they are checked back in to a real location. You cannot check out an object that is already checked out.

Moving all contents at once

When a location stores several objects and you need to relocate the whole shelf or box at once, open the location and click Move contents. Choose a target location and confirm — every object stored there is moved in one operation, and each move is recorded in the history. The target's free capacity is checked before the move so you don't overfill it.

Quick move (barcode)

The Quick move button (above the location tree) is built for working at the shelf with a barcode scanner. Scan or type the target location's code once, then scan item reference codes one after another. Each scan moves that item immediately and shows a result — moved, not found, already here, or at capacity. Items that were checked out are checked back in automatically.

Checkout categories

The virtual Checked out location groups checked-out objects by reason — Reading room, Conservation, Exhibition, On loan, In transit, Digitisation, and any others you define. Select the Checked out location in the tree to see its Categories tab, where you can add, rename, or remove categories. A category can't be deleted while objects are still checked out under it.

Each category behaves like a normal location: you can browse what's currently out for that reason and see its movement history — handy when different people are responsible for different kinds of checkout.

The History tab

A movement log for this location — every object that has come in or out, with dates and users.

Checking in an object

To check an object into a location, first navigate to that location and click Check in. Search for the resource by title or reference code and confirm. The object is automatically removed from its previous location — an object can only be in one place at a time. Alternatively, use the Locations tab on the resource itself — see Resources → Locations tab.

Moving an object

From the Items tab, click Move on any stored object. A search panel opens — type to find the target location and confirm. Movement is recorded in the history with the from- and to-location.