Location as a Custom Field

Every item, kit, reservation and check-out already has a location: where it lives, or where it is picked up and returned. Sometimes you need a second, separate label, such as an item's home base, the site it is deployed to, or the region that gets billed. The Location custom field type adds exactly that. You pick from your real list of locations instead of typing free text, so every record uses the same names and you can filter and export by them.

What it is, and what it is not

• It is an extra field on the record. It does not move an item, and it does not change a booking's pickup or return location.
• You choose one location per field. Your existing locations are the only choices.
• It works on Items, Kits, Reservations, Check-outs and Work Orders.
• You can show it as a column, filter by it, and include it in exports like any other custom field.

Set up a Location field

1. Click Settings, then click Fields.
2. Choose the record type the field belongs to: Items, Kits, Reservations, Check-outs or Work Orders.
3. Select Location as the field type, then click Add field.
4. Give the field a name, such as "Home base" or "Deployment site".
5. Choose whether the field is required, then save.

You can create a Location field on more than one record type. Each one is its own field, so name them clearly if they mean different things.

Fill it in

• One record at a time: open the item, kit, reservation, check-out or work order and choose a location in the field.
• Many items at once: select the items on the Items page, click Bulk edit, choose your Location field and pick the location. 

Show, filter and export

• Column: on Overview pages, add the field as a column the same way you would any custom field. You can show, hide and reorder it.
• Filter: choose the field in the filter menu, then pick one or more locations from the usual location picker.
• Export: the field's location name is included when you export items.

Examples

A temporary site. A camera package is lent to the Denver shoot for six weeks but is still owned by the Los Angeles room. Keep its Location as Los Angeles and set "Deployment site" to Denver.

Assigned home base. A university tags every laptop with the campus that owns it. Staff filter the Items page by "Home base" to review one campus without touching where each laptop is today.

Billing by site. A production company adds "Billing location" to Check-outs. Finance exports check-outs and reconciles by site outside Cheqroom.

Regional reporting. An operations lead adds "Region" to Work Orders and filters the Work Orders page to see all maintenance requests for one region.

FAQs

Is this the same as an item's Location? No. An item's Location says where it is. A Location custom field is an extra label you define. Changing it never moves the item.

Why can't I name my field "Location"? Cheqroom already has a built-in field called Location, and a custom field cannot share a name with a built-in field. You will see a message explaining why. Choose a more specific name, such as "Home base" or "Region".

Can I choose more than one location in a single field? No. Each Location field holds one location. To track two things, such as home base and billing site, create two fields.

Can I choose a sub-location? Yes, if you have sub locations configured. 

Can I filter and bulk edit by this field? Yes. You can filter on Overview pages, and you can set the field for many items at once with bulk edit.

Is it included in exports? Yes, for item, reservation, check-out and work order exports. 

Can I hide the field from some roles? Yes. Location fields follow the same field visibility rules as other custom fields. Open the field under Settings > Fields to set which roles can see or edit it.

Which plans include it? All plans with custom fields.