Managing Locations

Summary

Locations represent the physical workshop sites your garage operates. Each location can have its own bays and stock areas. You can add, edit, reorder, and delete locations from Settings. The feature must be enabled for your organisation and requires the settings.locations.manage capability (Owner by default).

Prerequisites

• You are signed in to Torqueflow.
• Your account has the settings.locations.manage capability (Owner by default).
• Location management is enabled for your organisation (feature flag).

Permissions

Capability	Default Roles
settings.locations.manage	Owner

Users without this capability are redirected to Settings (if they have settings.access) or to the Dashboard.

Steps

Viewing locations

1. Click Settings in the sidebar.
2. Click Locations in the settings menu. The page title reads Locations with the subtitle “Manage your workshop sites”.
3. The Workshop Sites card shows all configured locations. The card description displays the total count, e.g. “2 locations configured. Drag to reorder.”
4. Each location row shows:
   • A drag handle (grip icon) on the left.
   • A numbered position (1, 2, 3…).
   • The location name in bold.
   • The address below the name (if set).
   • The phone number with a phone icon (if set).
   • A badge showing the bay count, e.g. “3 bays”.
   • A badge showing the stock area count, e.g. “1 stock area”.
5. Click a location name to open the Edit Location dialog.

Adding a location

1. On the Locations page, click the Add Location button in the top-right corner.
2. The Add New Location dialog opens with the description “Create a new workshop site for your organization”.
3. Fill in the fields:
   • Location Name (required, max 100 characters) - e.g. “Main Workshop”.
   • Address (optional, max 500 characters) - the physical address.
   • Phone (optional, max 50 characters) - the contact number.
4. Click Add Location to save.
5. A success toast confirms the location has been added. The list refreshes automatically.

Editing a location

1. Click the location name in the list to open the Edit Location dialog.
2. The dialog is pre-populated with the current name, address, and phone.
3. Update any fields as needed.
4. Click Save Changes to apply.
5. A success toast confirms the update.

Setting opening hours for one location

1. On the Edit Location dialog, find the Opening hours section.
2. The editor shows seven days of the week. For each day, toggle the open/closed switch and enter start and end times.
3. Press Save Changes to apply.
4. To stop overriding and use the organisation default hours instead, press Reset to inherit. The location falls back to whatever is configured under Settings > Scheduler Settings.

The opening hours you enter here are used by the AI receptionist when callers ask “what time are you open?”, by the booking system when computing available slots, and by the WhatsApp and SMS auto-replies when deciding whether the site is currently open.

Adding arrival and access info for a location

The Edit Location dialog has two fields for site-specific instructions, with different visibility rules. Use the right one for the type of information you have.

Public arrival info is what the AI is allowed to share with anyone. Use it for:

• Where to park.
• Which entrance to use (“we’re upstairs above the bay - ring the buzzer”).
• Quirks anyone can know (“the front door sticks - use the side entrance”).

If a customer asks the AI on a call, WhatsApp or SMS where to park, the AI quotes from this field.

Secure access info is only ever shown to customers who are signed in to the customer portal for an appointment at that site. Use it for:

• Gate codes and entry PINs.
• Key-safe combinations.
• Anything you would not want overheard.

The voice AI, WhatsApp AI and SMS AI cannot read this field. It is structurally impossible for them to leak it - even if a caller asks for the gate code, the AI does not have it.

Filling the fields

1. On the Edit Location dialog, scroll to the two fields.
2. Type your arrival notes into Public arrival info (max 500 characters).
3. Type any codes, PINs or key-safe combinations into Secure access info (max 500 characters).
4. Press Save Changes.

About the one-time migration banner

If your organisation had a Special instructions field set up before this split shipped, you may see a one-time banner on the Edit Location dialog. The existing content has been moved into Secure access info by default (treated as private). Move anything non-secret (parking, “we’re upstairs” type notes) into Public arrival info so the AI can still share it. The banner disappears once you save.

Where the customer sees the secure info

A customer who is signed in to the customer portal sees an Access info for your visit card on the work-order status page for an appointment at that site. The card reads “Shared only with you because you’re logged in for this appointment.” If a customer has no current appointment at the site, the card does not appear.

Setting closed dates for a location

For date-scoped closures (a refurb week, a one-off staff outing, public holidays at one site only), use the dedicated Closed Dates page rather than the location dialog.

1. On the Edit Location dialog, click Set closed dates for this location. This jumps you to the Closed Dates page with the location pre-selected.
2. See Closed dates and holiday closures for the full workflow.

Reordering locations

1. When you have more than one location, drag-and-drop is available. The card description reads “Drag to reorder.”
2. Click and hold the grip icon on the left of a location row.
3. Drag the row to the desired position.
4. Release to drop. The new order saves automatically.
5. A success toast confirms “Location order updated”.

Deleting a location

1. Click the location name to open the Edit Location dialog.
2. Scroll to the Danger Zone section at the bottom.
3. Click Delete Location.
4. A confirmation dialog appears showing the location name.
5. If the location has bays or stock areas, a warning lists what will also be deleted (e.g. “3 bays and all appointments in those bays”, “1 stock area and all stock data”).
6. Click Delete Location to confirm.
7. A success toast confirms the deletion.

Expected Outcome

• The Locations page lists all workshop sites with their bay and stock area counts.
• New locations appear at the end of the list.
• Reordering persists across page reloads.
• Deleting a location cascades to its bays and stock areas.

Troubleshooting

Problem	Cause	Fix
Locations page redirects to Settings or Dashboard	Your account does not have the settings.locations.manage capability	Ask an Owner to check your role and permissions
Locations page redirects to Settings	Location management is not enabled for your organisation	Contact support to enable the feature flag
”Cannot delete the only location” error	You are trying to delete the last remaining location	Add a new location before deleting the existing one. At least one location must exist at all times
Drag-and-drop not working	You have only one location	Reordering requires two or more locations
”Location name is required” validation error	The name field is empty	Enter a name between 1 and 100 characters

Notes

• Deleting a location is permanent and cannot be undone. All bays, appointments, stock areas, and stock data in that location are also deleted.
• The bay count and stock area count on each row give a quick overview of what belongs to each site.
• Location order affects display throughout Torqueflow (e.g. bay grouping in the Scheduler).