Setting up sites - Asset Infinity

This page covers the decisions worth making before you load any sites; the screen you and your team use day to day is the sites register.

The sites register, flagging a site without a working week

Site boundaries

Think about site boundaries before loading data. Splitting one site into two later means moving assets, re-rostering technicians and reassigning access — all possible, none pleasant.

A site is a plant, a depot, a campus — somewhere with its own technicians and its own working week. Sites matter more than they look:

Sites decide	Because
Capacity	Technicians are rostered at a site and cannot absorb another site’s load, which is why capacity never blends them.
Site access	Which sites a person may reach at all — a permission, set on people and access and on roles.
The site switcher	A view filter at the top of every screen that narrows what you are looking at. It grants nothing.
Service levels	Business-hours promises are measured against each site’s working week and timezone.
Per-site settings	Some configuration varies by site — what a priority promises at each site, for example.

A new organisation already has one site, named after the organisation at sign-up. Rename it rather than creating a second.

Working week and timezone

Give each site an address, a timezone and a working week as soon as it exists. Service-level clocks and capacity are computed against the working week; a site with none measures every business-hours promise against nothing. The sites register counts sites without a working week in its stat strip and names them in a banner, and the Working week column reads not set for each. A site’s own timezone governs its schedules. The organisation’s timezone on Organisation is only the fallback for something with no site. Wherever the product has to decide what day something happened on, it uses the clock of the place it happened, never the clock of the server or of whoever is looking:

Decided on the site’s day	Decided on the organisation’s day
When a calendar-based maintenance round falls due — at midnight on the site’s clock	The date written on a record you create, such as a budget entry, a purchase order payment, a disposal or a certificate, and whether a date counts as “in the future”
Whether a job falls inside a warranty, and which certificates, documents, rosters and contracts are checked for readiness and dispatch	”Today” on the dispatch board, reminders and scheduled sweeps, and when a certificate or document expires (at the end of its last day)
How many days an inspection finding has been open	Spend look-backs, parts consumption months and allowances counted per day or month
Which day a booking, a meter reading or an energy reading counts in

So a job raised on the last evening of a warranty is covered, and a certificate is valid until the end of its last day, wherever your server or your users are. Dashboard charts group by calendar month in UTC. Times are still shown to each person in the timezone on their own profile.

Site access levels

When you grant somebody a site, you also choose what they may do there:

Level	Meaning
Read	Look at what is at the site
Write	Raise and complete work there
Admin	Configure the site

What they may do at all still comes from their roles. Remember that a person with no site grants reaches every site — see people and access.

Locations, location types and floor plans

Locations nest inside a site as deeply as you need, and are built on the site’s own screen — see inside a site. The vocabulary a tree is built from — building, floor, line, room — is configured once, across every site, at location types. People can be granted access to a single place (a building, floor or room) rather than a whole site. Floor plans mark those locations, and what stands on them, on an actual drawing. See floor plans.

Organisation structure and currency

Companies, business units, cost centres and departments — separate from where things physically are, and used for cost roll-up rather than geography — are configured at organisation structure. Every site belongs to a company and business unit, which the sites register shows. Each company carries a default currency; see currency for exchange rates and unconverted amounts. A single-site operation can leave most of organisation structure alone. A group running several legal entities in different currencies needs it, because that is what makes cost roll up correctly.

Loading many sites

Add sites one at a time with New site on the register, or import them — with their locations — from a spreadsheet on Getting started or the Import Studio.