Location Management
- 16 May 2024
- 10 Minutes to read
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Location Management
- Updated on 16 May 2024
- 10 Minutes to read
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Creating New Locations
To create a new location, navigate to the Super User Dashboard and select “Create New Location” under 103 Location Management.
This will allow you to create a new location in any System that you currently have Super User Access to.
New Location Information
Step 1 :
Select the “System” that you want to create this New Location within.
Step 2 :
Fill out the “New Location Information” – starting with which Template Location you want to ‘clone’ this new Location from. You can read more about how Template Locations work is below or just click here.
Now you can fill out all of the other information about this Location. The fields with the orange dot indicate a required field. The image below is an example of this screen.
Step 3 :
Fill out the Billing Information. First select if this location is “Bill per Location” (B2B) or “Bill per User” (B2C).
And then continue to fill in the rest of the fields. Whether you select “By Location” or “By User” all of the fields apply.
| Settings | |
| Gross Set Up Fee | If you charged a one time set up fee, put in the dollar amount here. |
| Gross License Fee | This is the price it was sold for. |
| License Frequency | This is how often the license fee is charged; in month(s). A monthly charge would be “1” and annual charge would be “12” (12 months), or leave it blank if it is a charge that is incurred once, and never again. |
| Begin Bill Date | This is inserted for you with the “creation date” of this New Location. If you need this changed, please specify this in the “Billing Notes” filed at the bottom of this section. This will also be considered the Contract Start Date. |
| Contract End Date | This is an optional field where you can indicate when this contract expires. |
| Grace Period | This only applies when the “Auto Expire” Check box is indeed checked. The Grace Period allows you to give the Location a grace period to renew by. If you choose to Auto Expire a Location, it will expire on the Grace Period Date. Alternatively, if no Grace Period Date is entered, the Location will expire on the Contract End Date. |
If you intend for this Location to renew in a ‘month to month’ format after the Contract End date, then do not check the “Auto Expire” check box, so it will not get automatically deactivated on that date and it will roll over to a ‘month to month’ status.
| Settings | |
| Billing Notes | This is an open text field for you to note anything you would like the LSVT Accounting Dept. to know. These notes are only seen by you and the LSVT Accounting Dept.- they are not seen on the front end by your customers. |
| Contract | This is where you will upload the contract for this New Location to be stored. |
Step 4 :
Location Notes – this is an optional open field that you can utilize to indicate any helpful ‘notes’ about this Location that you and your customers can see on the front end to better describe what the Location is being used for. You can also update this text in the “Location Settings” at any time.
When you are ready, click the “Create Location” button and this Location is ready to use right away.
This newly created Location is ready to use right away, but it will also be sent to the LSVT Accounting Dept. in a “Pending Approval” status for review. If the LSVT Accounting team has any questions about it, they will contact you directly prior to placing it in an “Approved” status.
Template Locations
When new Locations are created, we follow this process of cloning them from an existing “Template” Location so that the basic settings are all in place, and make it easier and faster for you as an Administrator to create new Locations. It also helps you ensure that it is created correctly. Below are a list of settings that are cloned in this process.
- The Theme – this process will place the new Location in the same System and use the same Theme as the Template Location.
- Courseware – all of the courses that are active in the Template Location will be the exact set that are active for this New Location.
- Super User List – all of the Super Users that have access to the Template Location will now also have access to this newly created Location.
- Main Menu messages – the Main Menu welcome message video, the Main Menu bulletin board message and the left and right images and messages will all be used.
Manage Location Settings
To manage existing locations, navigate to the Super User Dashboard and select the Location Management tool in the first column.
Next, select your system from the system drop menu.
You can search for either the location name or id if you already know it, otherwise click on the Generate Report button which will present a list of all active or inactive locations (depending on what is selected for the Location Status).
You can also manage locations from the slider menu by selecting the wrench/hammer icon and choosing Location Settings.
 |  |
This will bring you to your current location settings, but if you wish to change the location you can by clicking on the Change Location button.
Note
The available Location Settings will vary based on Access Level and Super User B Privileges.
The Location Settings menu is only available for the following access levels:
- Super Users – Access Levels 2 and 3
- Overseers – Access Levels 4 and 5
| Location Settings | 2 | 3 | 4 | 5 |
| View Location Settings | ||||
| General Information & Settings | Read Only | Read Only | Read Only | |
| Location Information (Address, Phone, etc.) | ||||
| Main Menu Information (Bulletin Board Text) | ||||
| Main Menu Left/Right Region |
The Course Settings, Copy Courses and Billing tabs are visible based on Super User B Privileges. Read more about Super User B Privileges HERE.
Location Info Tab
| General Information | |
| Location ID | This is an auto generated ID, it is not editable. |
| Theme | This is the theme that is applied to this location. |
| Location Name | This is the internal name for the location. |
| Location Display Name | This is the name of the location that will appear to the users of this location. (Optional) |
| Location Active | Turn this location ON or OFF: Yes/No (Access to this is controlled by Super User B Privilege, ID: 1 – “Location Activation / Deactivation / Re-Activation”) |
| Assigned to System | This tells you which system this location is assigned to. Note: you may only have one System. (Access to this is controlled by Super User B Privilege ID: 2 – “Move Users from One Location to Another”) |
| Custom Session Time-out | This allows you to set a specific time limit for User sessions at a particular Location. If there's no activity from the User during this time, they will be automatically logged out. Custom Session Time-out is explained in more depth HERE. |
| Rollout Date | This is optional. Here you can set the date this system “started” – this is different than the location creation date, as you could create a location early on to set it up, and then when the users officially “start” you could update this field. |
| Max # of Active Users | Here you can set how many active users this location has. (Access to this is controlled by Super User B Privilege, ID: 32 – “Modify Location User Cap”) |
| Ghost Users | (only for location type: by location) – Ghost users are explained more in depth HERE. |
| Vendor Unique ID | Here you can add a custom ID to associate with this location. This field can be used as a filter on some reports. |
| Rep | Here you can add a name of a Rep associated with this location. This field can be used as a filter on some reports. |
| Manufacturer | Here you can enter the name of a Manufacturer associated with this Location. This field can be used as a filter on some reports. |
| Main Menu Bulletin Board | Yes/No – If this is set to Yes, a Manager A (AL 4) can update this information. If set to No, only Super User admins can update this info. |
| Click Agreement Path | Here you can enter a URL to a Click Agreement. If this is filled in, the next time a user logs into this location a window will ask them to agree to the agreement before continuing on. If they decline, they will not be allowed access until they accept. |
| API Template Location? | This will set whether or not this location should be considered a Template location. |
| Created By | This will tell you who or what created this location. |
| Created From | This tells you the template that was used to create this location. |
| Chargify Format | Chargify Format of this location |
| Chargify Message | Coming Soon |
Location Information
This is contact information for the location.
Main Menu Information
In this section you can modify the text that appears on the main menu.
| Main Menu Information | |
| Main Menu Bulletin Board Heading | This is the heading, the text is bold and slightly larger than the body. |
| Main Menu Bulletin Board Body | This is the body, it is smaller than the header text. |
Main Menu Left and Right Region
This section allows you to set the left and right images and text for this location only. Updating this information will override the global settings found under System Management.
| Main Menu Left and Right Region | |
| Choose a file to upload | The image size should be 750 x 560px and either be a .PNG or .JPG |
| Image Link (Optional) | You can add a link to the image, this may be used to link to a book for sale, or an upcoming webinar for example. |
| Text Area (Optional) | Here you can write a short message to welcome the user. You can also personalize it using some optional TOKENS |
| Radio Buttons | Use Location Setting uses the settings that you specify here. Use System Setting uses the system settings. |
Example how to use the Tokens:
Hello %Fname% %Lname%! Welcome to %LocationName%! Your username is: %UserName%
That would look like:
Hello Han Solo! Welcome to Rebel Command! Your username is: hsolo
Other Location Management Settings
Various Super User B Privileges will grant you access to more available options. These will typically be available to your top Admin.
Course Settings & Copy Courses (with Super User B Privilege)
The Course Settings tab will allow you activate or deactivate content at the location, or export a list of content available at this location.
The Copy Courses tab will allow you to copy the course settings from a different location onto the one you are currently in.
Billing, Assigned System & Recent Activity (with Super User B Privilege)
The Billing tab will show you a read-only output of the billing setup for this location. You can also add an expiration date for the contract or add billing notes about the location.
The Recent Activity tab will show you recent changes made to the location settings.
The Assigned to System dropdown will allow you to move this location into another System (You will typically never need this.)
Location Activation (Super User B Privilege)
With access to the Super User B Privilege for Location Activation, you will be able to activate or deactivate a location. This action is tracked in the “Recent Activity” tab as well.
User Cap: Max # of Active Users (Super User B Privilege)
This privilege will allow you to modify the maximum number of active users allowed at this location.
Ghost User (Super User B Privilege)
Ghost Users is a feature that will hide users at your location so that they no longer count against the Max # of Users limit.
As an example, say you require “20 regular users and 1 admin” for a new location, but you do not want the admin to be counted toward the user limit – this feature will allow you to do that.
Access to Ghost Users is only available at locations where the accounting format is set to “By Location – Application Model (Flat Fee)” OR “By Location – Generation Model (Rev Share).”
To activate Ghost Users, select the “yes” toggle and then pick which access level should be a ghost user.
Standard Views
Super User B (Access Level 2) Views
General View :
Location Information:
Main Menu Information:
Main Menu Left and Right Region:
Super User C (Access Level 3), Manager A and Manager B Information View
What happens when a Location is made inactive?
If you make a Location Inactive, it preserves the Location in that exact “state” for the reason that if they come back, you can simply make the Location active again, and everything is as it was prior.
Even though the Users may “appear” active, when they try to sign in, we first check if their “VT System” is active, and then their “Location” and then “Username” – so if anything in that chain is INACTIVE, it will not let them in; therefore you do not need to turn those users Inactive.
This is also why those Location names will appear RED when searching for all of your Locations, so that you are not alarmed if you see an Active User, at an INACTIVE Location.
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