Understanding Locations

Overview

A Location represents the physical place where work is carried out.

For many service businesses, the Location is the most valuable record in the CRM because it becomes the permanent history of a building or worksite.

While Clients and Contacts may change over time, the Location remains the same, preserving years of operational knowledge in one place.

What Is a Location?

A Location is the physical site where your team performs work.

Examples include:

• Commercial buildings
• Apartment complexes
• Shopping centres
• Schools
• Hospitals
• Construction sites
• Industrial facilities

Each Location can be linked to multiple Clients and multiple Contacts, allowing JGID to accurately reflect the real-world relationships between organisations, people and the places they manage.

Why Locations Matter

Unlike a traditional CRM, which focuses primarily on companies, JGID recognises that many service businesses work at the same Locations for many years.

During that time:

• Facility Managers may change.
• Strata Managers may change.
• Property Owners may change.
• Building Managers may change.

The building itself, however, remains the same.

By making the Location the permanent record, JGID allows you to build a complete operational history that stays with the property rather than the organisations managing it.

Location History

Every Location maintains its own history.

From the Location record, you can view all related:

• Enquiries
• Opportunities
• Quotes
• Jobs
• Invoices

This allows you to quickly understand everything that has happened at that site, regardless of which Client requested the work.

For businesses that perform recurring maintenance, inspections or compliance work, this becomes an invaluable source of historical information.

Locations and Clients

A Location can be associated with multiple Clients throughout its lifetime.

For example, a commercial building may be managed by one Facility Management company today and another next year.

Rather than creating a new Location, JGID simply links the new Client to the existing Location.

This preserves the building's complete history while accurately reflecting changes in customer relationships.

At the same time, each Client retains its own portfolio of managed Locations, making it easy to see every property managed by that organisation.

Locations and Contacts

Each Location can also have multiple Contacts.

Examples include:

• Building Managers
• Concierge
• Site Supervisors
• Property Managers
• Security Personnel
• Maintenance Managers

This allows everyone involved with the site to be managed from a single Location record.

Tasks and Notes

Locations can have their own Tasks and permanent Notes.

These remain attached to the Location and are available whenever someone opens the record, regardless of which Client or Job is involved.

Examples include:

• Height safety certification history.
• Site access procedures.
• Lock box or key safe information.
• Alarm and security procedures.
• Parking instructions.
• Roof access requirements.
• Building-specific safety information.
• Previous inspection findings.

Over time, this creates a valuable knowledge base for everyone working at that site.

Why Managers Love Location Records

The Location is often the most valuable record in JGID.

Instead of viewing individual Jobs in isolation, managers can instantly see the complete history of a building across many years.

Even if the managing Client changes, the building's history remains intact.

For businesses performing recurring inspections, maintenance or compliance work, this provides a single source of truth for everything that has happened at that Location.

Likewise, Clients benefit by having their own portfolio of managed Locations, giving you two powerful perspectives:

• The history of an individual Location.
• The complete portfolio of Locations managed by a Client.

Together, these relationships form the foundation of the JGID CRM.

Best Practice

• Create one Location record for each physical worksite.
• Reuse existing Locations whenever additional work is performed at the same site.
• Link all relevant Clients and Contacts to the Location.
• Record permanent site information using Tasks and Notes.
• Use the Location record as the long-term history of the property, even if the managing Client changes.

Related Articles

• Understanding the CRM
• Understanding Clients
• Understanding Contacts
• Bill To Client vs Contact vs Location