Overview
Locations are the foundation of your Auction Excellence operations. Each location represents a physical parking lot or facility where your team submits lot counts, quality inspections, and rock reports.Create Locations
Add new parking lots with operating hours and settings
Configure Types
Enable and order submission types per location
Assign Users
Control which team members access each location
Manage Settings
Update operating hours and preferences
Understanding Locations
What is a Location?
A location in Auction Excellence represents a discrete parking lot or facility where vehicles are stored and tracked. Locations are the organizational units that connect:- Team Members who submit data
- Submission Types that categorize vehicle counts
- Analytics that track performance over time
While a location often corresponds to a physical address, you can create multiple locations at the same physical site. For example, a large auction facility might have separate locations for “North Lot,” “South Lot,” and “Overflow Lot.”
Location vs. Physical Address
| Concept | Description | Example |
|---|---|---|
| Physical Address | The street address of a facility | 123 Auction Way, City, ST 12345 |
| Location | A logical unit for tracking submissions | ”Main Lot,” “Overflow Lot,” “VIP Section” |
Multi-Location Management
Auction Excellence supports unlimited locations within your auction. Benefits of multi-location management include:- Granular Analytics - Track performance per lot
- Flexible Staffing - Assign different team members to each location
- Custom Configuration - Enable different submission types per location
- Targeted Reporting - Filter data by specific locations
Creating Locations
Before You Begin
Before creating a location, gather the following information:
- Location name
- Physical address (optional)
- Operating hours
- Expected submission frequency
- Which submission types apply to this location
Step-by-Step: Create a New Location
Enter Basic Information
Fill in the required location details:
- Location Name (required) - A descriptive name for the lot
- Address Line 1 - Street address
- Address Line 2 - Suite, building, or lot number
- City, State, ZIP - Full address details
Configure Operating Hours
Set the hours when this location expects submissions:
- Select which days the location operates
- Set opening and closing times for each day
- Configure any break periods if needed
Set Submission Frequency
Define how often submissions are expected:
- Hourly - Multiple submissions per day
- Daily - One submission per day
- Custom - Define specific intervals
Form Fields Reference
| Field | Required | Description | Validation |
|---|---|---|---|
| Location Name | ✓ | Display name for the location | 3-100 characters |
| Address Line 1 | Street address | Max 200 characters | |
| Address Line 2 | Additional address info | Max 100 characters | |
| City | City name | Max 100 characters | |
| State | State/Province | 2-50 characters | |
| ZIP/Postal Code | Postal code | Valid format | |
| Operating Hours | Hours of operation | Valid time ranges | |
| Submission Frequency | Expected submission cadence | Predefined options |
While address fields are optional, we recommend filling them in for easier identification, especially when managing multiple locations.
Configuring Submission Types
Submission types define the categories of vehicles that team members can count at each location. Each location can have its own set of enabled submission types with a custom display order.Understanding Submission Types
What Are Submission Types?
Submission types are reasons or categories for lot submissions. They answer the question: “Why are these vehicles in this lot?” Common examples include:- Waiting on keys - Vehicles awaiting key pickup
- Waiting to be moved to sale - Ready for auction floor
- In holding for repair - Vehicles needing service
- Ready for pickup - Sold vehicles awaiting customer pickup
Default vs. Custom Types
| Type | Description | Scope |
|---|---|---|
| System Types | Pre-built types that come with Auction Excellence | Available to all auctions |
| Custom Types | Types created by your auction for specific needs | Only visible to your auction |
System types cannot be edited or deleted, but you can disable them for specific locations. Custom types can be fully managed by your auction administrators.
Enabling and Disabling Types
Control which submission types appear in the mobile app for each location. This configuration is done from the Settings section (admin/owner only):View Submission Types Card
See two sections:
- Enabled - Types that appear in the mobile app
- Disabled - Types hidden from the mobile app
Toggle Types
- Click the toggle switch to enable/disable a type
- Or drag types between the Enabled and Disabled sections
Impact on Mobile App
When you enable or disable submission types:| Action | Mobile App Behavior |
|---|---|
| Enable a type | Appears in the submission form picker immediately |
| Disable a type | Removed from picker on next app refresh |
| Change order | New order reflected in picker immediately |
Ordering Submission Types
The display order of submission types affects how they appear in the mobile app’s picker. Put your most commonly used types at the top.Drag to Reorder
Click and hold on the drag handle (⋮⋮) next to any type in the Submission Types card
Ordering Best Practices
| Strategy | When to Use |
|---|---|
| By frequency | Most common types first |
| By workflow | Order matches vehicle processing flow |
| Alphabetical | When all types are used equally |
Managing Custom Submission Types
When to Create Custom Types
Create custom submission types when:- Your auction has unique vehicle categories
- You need more granular tracking than system types provide
- Specific workflows require custom categorization
- Reporting needs demand specific type breakdowns
Custom types are managed at the auction level on the Submission Types page, then enabled per-location as needed. See the Submission Types guide for details on creating custom types.
Linking Custom Types to Locations
After creating a custom submission type, enable it for specific locations from Settings:Impact of Type Changes on Historical Data
| Change | Impact on Historical Data |
|---|---|
| Rename a type | All historical submissions show the new name |
| Disable a type | Historical data preserved, type hidden from new submissions |
| Delete a custom type | Historical data shows “Unknown Type” (not recommended) |
User Assignments
Team Members must be assigned to locations before they can submit data. Admins and Owners automatically have access to all locations.How Location Assignments Work
Team Members
Team Members
- Must be explicitly assigned to each location
- Can only submit data for assigned locations
- See only their assigned locations in the mobile app
- Can be assigned to multiple locations
Admins
Admins
- Automatically have access to all locations
- Can view and manage all submissions
- Do not need location assignments
- Can assign Team Members to locations
Owners
Owners
- Full access to all locations and settings
- Can create, edit, and delete locations
- Can manage all user assignments
- Have complete administrative control
Assigning Users to a Location
User assignments are managed from the Settings section (admin/owner only):Find the User Assignments Card
Locate the User Assignments card at the top of the configuration page
Location Detail Page Layout
The location detail page uses a structured top-down layout visible to all roles:- Header — Location name, address (with map pin icon), and active/inactive status badge
- Stat cards row — Three cards showing Total Submissions, Today’s Submissions, and Assigned Members count
- Content cards — Recent Submissions and Assigned Members displayed side-by-side
- Admin sections (admin/owner only) — Edit Location form and Status Toggle below the content cards
Viewing Assigned Members on Location Detail
All users (including Team Members) can see who else is assigned to the same location. The Assigned Members card appears on the location detail page and displays each member’s name, email, and avatar initials.This card is read-only and visible to all roles. It helps team members coordinate with colleagues who share the same location. Admins can manage assignments from the Assigned Users tab.
Viewing Assigned Users
The User Assignments card on the Location Configs detail page shows:| Column | Description |
|---|---|
| Name | Team member’s full name |
| Contact email address | |
| Actions | Remove assignment |
Removing User Assignments
To remove a user’s access to a location:Removing a location assignment does not delete the user’s historical submissions for that location. Their past data remains intact.
Managing Assignments from User Profile
You can also manage location assignments from the user’s profile:- Navigate to Members in the sidebar
- Click on a team member
- View and manage their Assigned Locations
Managing Assignments from Location Configs
Alternatively, manage all user assignments for a specific location from the Settings section:- Navigate to Settings → Location Configs
- Select a location
- Use the User Assignments card to add or remove team members
Editing Locations
Editing location details is available to Admins and Owners only. Team Members see a read-only view of the location detail page with stats, recent submissions, and assigned members.
Updating Location Details
Edit in the Form
The Edit Location form appears below the content cards (admin/owner only). Update any of the following:
- Location name
- Address
- Operating hours
- Submission frequency
Changing Operating Hours
Operating hours help set expectations for when submissions should occur:Archiving Locations
When a location is no longer in use, archive it instead of deleting:Confirm Archiving
Review the confirmation message:
- Archived locations are hidden from active lists
- Historical data is preserved
- Users lose access immediately
Archived Locations
| Aspect | Behavior |
|---|---|
| Visibility | Hidden from active location lists |
| Mobile App | Not available for submissions |
| Historical Data | Fully preserved and accessible |
| Analytics | Included in historical reports |
| Restoration | Can be unarchived at any time |
Restoring Archived Locations
To restore an archived location:- Go to Locations and toggle to show archived locations
- Find the archived location
- Click Restore or Unarchive
- The location becomes active again
- Reassign team members as needed
After restoring a location, you’ll need to reassign team members. User assignments are cleared when a location is archived.
Best Practices
Location Naming Conventions
Be Descriptive
Be Descriptive
Use clear, descriptive names that team members can easily identify:
- Good: “North Overflow Lot,” “Building A - Level 2”
- Avoid: “Lot 1,” “NL,” “Misc”
Use Consistent Formatting
Use Consistent Formatting
Maintain a consistent naming pattern across all locations:
- “Main Lot - East Section”
- “Main Lot - West Section”
- “Overflow Lot - North”
Include Identifiers When Needed
Include Identifiers When Needed
For large operations, include lot numbers or codes:
- “Lot 142 - Premium Vehicles”
- “B-Wing Parking (Lot 7)“
Submission Type Organization
| Recommendation | Rationale |
|---|---|
| Enable only relevant types | Reduces clutter in mobile app |
| Order by frequency of use | Speeds up common submissions |
| Review types quarterly | Remove unused types |
| Use consistent types across similar lots | Enables accurate cross-location analytics |
User Assignment Strategy
Match Geographic Assignments
Match Geographic Assignments
Assign team members to locations they physically work at. This ensures:
- Familiarity with the lot layout
- Faster, more accurate submissions
- Clear accountability
Consider Backup Coverage
Consider Backup Coverage
Assign secondary team members to each location for:
- Coverage during absences
- Peak periods
- Cross-training opportunities
Review Assignments Monthly
Review Assignments Monthly
Regularly audit location assignments to:
- Remove departed employees
- Add new team members
- Adjust for role changes
Maintaining Location Data
Troubleshooting
Common Issues
Location not appearing in mobile app
Location not appearing in mobile app
Solutions:
- Verify the location is not archived
- Check that the user is assigned to the location
- Ask the user to refresh or restart the mobile app
- Confirm at least one submission type is enabled
Submission types not showing for location
Submission types not showing for location
Solutions:
- Navigate to the location’s Submission Types tab
- Verify types are in the “Enabled” section
- Ensure the changes were saved
- Have the user refresh the mobile app
User can't see their assigned location
User can't see their assigned location
Solutions:
- Verify the assignment exists in Location > Assigned Users
- Also check in Members > User Profile > Assigned Locations
- Ensure the user is still an active member
- Have the user sign out and sign back in
Changes not reflecting in mobile app
Changes not reflecting in mobile app
Solutions:
- Have the user pull-to-refresh on the location picker
- Ask them to close and reopen the app
- Check their internet connection
- If persistent, have them sign out and back in
Can't delete a location
Can't delete a location
Reason: Locations with historical submissions cannot be deleted to preserve data integrity.Solution: Archive the location instead. This hides it from active use while preserving all historical data.
Frequently Asked Questions
How many locations can I create?
How many locations can I create?
There is no limit to the number of locations you can create in Auction Excellence. Create as many as you need to accurately represent your operations.
Can I move submissions between locations?
Can I move submissions between locations?
No, submissions are permanently tied to their original location. This ensures accurate historical tracking. If a vehicle physically moves, create a new submission at the new location.
What happens to data when I archive a location?
What happens to data when I archive a location?
All historical data is preserved. You can still view submissions, inspections, and reports for archived locations. Only new submissions are prevented.
Can multiple auctions share a location?
Can multiple auctions share a location?
Next Steps
User Management
Manage team members and their roles
Submission Types
Configure vehicle categories and custom types
Analytics
View location performance metrics
Reports
Generate location-specific reports