Address, task and location settings

This article explains how to configure addresses, tasks, and location settings in BriqSafe. It is designed for users responsible for setting up and managing physical facilities, including inspectors, engineers, and managers.

Note

Required role: Inspector

Creating a New Location

Registering a physical facility allows compliance activities to be planned for that site.

1. Open Locations and select Add New Location.
2. Start typing the address and select a suggestion from the autocomplete list, or choose manual entry if the address is not listed.
3. Optionally link the location to a client during creation.
4. Submit the form to create the location. It then appears in the Locations list with its jurisdiction badge and the address you entered.

Important: Jurisdiction is inherited from your organisation and is not detected from the address entered. Entering an out-of-country address does not change the jurisdiction. Manual address entry skips provider validation and creates the location without map coordinates. Such locations will not appear on the map view until geocoded coordinates are added.

Enriching Building Data Automatically

To avoid entering building details manually, BriqSafe pre-fills some information for addresses in the Netherlands and Spain.

1. Enter a Dutch or Spanish address when creating a location.
2. For Dutch addresses, the system may query a registry to fill in building type, number of floors, surface area, and may pre-create structures and default water systems.
3. For Spanish addresses, less data is returned by the enrichment provider.
4. Review and correct any pre-filled data before continuing.

If enrichment fails or provides no data, the location is created empty, and building structures must be added manually.

Adding Structures to a Location

Define the buildings under a location to organise areas and assets properly.

1. Open the location, then choose the Structures tab.
2. Select Add Structure.
3. Enter the structure's Name.
4. Choose a Structure Type (e.g., Building, Warehouse) and a Facility Type (e.g., Hotel, Office, School).
5. Optionally set the Code, Construction Year, and Description.
6. The system automatically assigns a control regime based on the structure and location jurisdiction unless you select one manually.
7. Submit to create the structure.

Note: The facility type determines the control regime, which affects the compliance activities generated. A location must have at least one structure before areas can be added.

Adding Areas Within a Structure

Build a detailed floor plan by defining rooms or areas to match the physical building.

1. Open a structure and go to the Areas section.
2. Add areas either by drawing rooms on the floor plan editor or by adding them from the structure view.
3. Enter a Name and select an Area Type.
4. Set the floor level for each area.

Each area inherits its facility type and control regime from its parent structure. Changing an area's facility type does not change its regime; update the structure's facility type instead.

Changing an Area’s Occupancy Status

Mark whether a room is vacant or in use to keep compliance activities accurate.

1. Select the area.
2. Change the Occupancy between In Use and Vacant.

Marking an area as Vacant pauses its compliance activities. Remember to set it back to In Use when the room is reoccupied to avoid missed compliance work.

Merging Rooms on the Floor Plan

Combine two physically merged rooms on the floor plan after renovations.

1. Open the floor plan editor for the relevant floor.
2. Use the Merge Mode from the toolbar.
3. Select the rooms to combine and merge their geometry.

After merging, verify asset placement and compliance history, as these are not automatically consolidated.

Deleting an Area

Remove rooms that no longer exist or were created by mistake.

1. Select the area to delete.
2. Confirm the deletion action when prompted.

A deletion is a soft delete preserving data in the audit trail. Areas with active assets cannot be deleted until those assets are removed or reassigned.

Adding Assets to a Location

Register equipment to track it for compliance.

1. Add an asset from the structure’s row actions or from the floor plan editor.
2. Select an Asset Type.
3. Fill in the compliance parameters and general fields such as Name, Serial Number, Manufacturer, Model, Code, and Description.
4. Save the asset to trigger compliance and risk rule evaluation and generate control schema activities and recommendations.

Note: Asset creation must start from the Structures tree or floor plan editor, not from inside an area’s detailed view. The chosen asset type determines the compliance activities generated.

Adding Areas and Assets On-site During a Visit

Register rooms or equipment discovered during field visits.

1. In the mobile app, add the new area on-site; it will save permanently and inherit the control regime from its parent structure.
2. Add an asset to the area by selecting its type, entering required parameters, and linking it to systems as needed.
3. Changes sync to the web app for consultant review.

Note that these additions are permanent and approval status depends on the role of the creator (Inspectors auto-approve assets they add; Engineers’ assets require approval).

Managing Location Details

Update the basic details of a location or manage user access.

Editing Location Details

1. Open the location and select the Overview tab.
2. Edit the location’s name, address, coordinates, and availability as needed.
3. Save your changes.

Only users with the appropriate roles can delete or archive locations, which are separate from editing details.

Managing User Access to a Location

Control which users can view or edit a location.

1. Open the location and go to the Users tab.
2. For internal users, selections restrict access (default is access to all locations).
3. For external users, selections grant access (default is no access).

Admins can configure access for all users; managers can configure access only for the locations they manage. Be cautious of the difference in access logic for internal versus external users to avoid exposure or lockout errors.

Managing Systems Under a Structure

Define building systems such as hot and cold water installations that assets link to.

1. Open a location, then open a structure.
2. Go to the Systems section and choose Create System.
3. Enter the system name and select the system type.
4. Optionally enter operational status, system code, location details, and description.
5. Save to create the system.
6. Link assets from any area within the location to the system.

Systems are always managed under individual structures; there is no system administration at the location level.

Deleting Structures, Systems, and Locations

Remove unwanted or obsolete components from your configuration with careful consideration.

Deleting a Structure

1. Select the structure to delete.
2. Confirm the deletion on the warning prompt.

Deletion cascades to contained areas and assets. It is a soft deletion preserving data. Ensure nothing under the structure is still needed.

Deleting and Restoring a System

1. Open the system to delete.
2. Choose Delete System and optionally provide a reason.
3. Use the restore option if needed to bring back a deleted system.

Note that deleting removes asset-to-system links.

Deleting or Archiving a Location

1. Go to the location’s Overview tab.
2. Use Archive to take the location out of active use, or Delete to remove it entirely.
3. Confirm the action.

Deletion and archiving are restricted to higher-privilege roles and require confirmation. Inspectors may edit overview details but not delete or archive locations.