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Creating Buildings and Rooms

Set up your physical locations to organize documents, work orders, and QR code access

Written by Ben Gale
Updated over 2 weeks ago

Why Creating Buildings and Rooms

Locations give your team access to the right policies and forms exactly where they need them—when someone scans a QR code in the kitchen, they see the kitchen cleaning checklist, not everything in the building. You can attach documents and forms to specific rooms, create work orders for maintenance, and track assets by location. You don't need to build the full hierarchy upfront: create your most important rooms first and CalmCompliance will create the building and floor automatically.

Before You Start

You need the Manager role for the Premises module. If you don't see Add Location, ask your site administrator to update your permissions in Settings > User Management > Edit Access.

How to Create a Room (Quick Start)

Create a room first; CalmCompliance creates the building and floor for you.

  1. Go to Premises > Locations

  2. Click Add Location

  3. Select Room as the location type

  4. Enter a name (e.g. "Commercial Kitchen")

  5. In the Building dropdown, select + Create New Building and enter the building name (e.g. "Main Building")

  6. In the Floor dropdown, select + Create New Floor and enter the floor name (e.g. "Ground Floor")

  7. Click Create Location

The building, floor, and room are created at once.

How to Create the Hierarchy Step-by-Step

If you prefer to set up the structure first, create buildings, then floors, then rooms.

Building: Go to Premises > Locations > Add Location → select Building → enter name → Create Location.

Floor: Add Location → select Floor → enter name → choose the building in the Building dropdown → Create Location.

Room: Add Location → select Room → enter name → select Building and Floor → Create Location.

Rooms and floors appear under their parent in the location tree.

How to Create Circulation Areas and External Locations

Circulation (corridors, stairwells): Add Location → select Circulation → enter name → select building and floor → Create Location. Works like rooms for documents and work orders.

External (car parks, loading bays): Add Location → select External → enter name → Create Location. Stand-alone; no building or floor.

Common Questions

Can I change a location's name or move a room to a different building? Yes. Open the location, click Edit, update the details, and save.

Do I need floors? My building only has one level. Yes. Create one floor (e.g. "Ground Floor") and put all rooms there. This keeps the structure consistent.

Can I delete a location? Only if nothing's attached (no child locations, documents, work orders, or assets). Remove those first. You need the Admin role for Premises to delete.

How do I restrict who can see a location? Use the Allowed Groups field when creating or editing. Leave it empty for everyone to see it.

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