Multi-Location Management

# Multi-Location Management Manage multiple rental locations from a single RecSystems account. Perfect for businesses with multiple sites, satellite locations, or franchises. Each location can have its own inventory, pricing, contact information, and even dynamic mileage-based delivery fees. ## What You'll Learn - Creating and configuring locations step-by-step - Assigning units to locations and managing inventory - Setting location-specific pricing (fixed and mileage-based) - Managing location visibility and publishing - Using AI to generate location content - Handling multi-location bookings and customer selection - Troubleshooting common location issues ## Accessing Locations Navigate to: **Dashboard → Locations** You'll see a list of all your locations with their status (Published/Unpublished), pricing, and basic information. ## Understanding Locations ### What Are Locations? Locations are physical places where rentals can be picked up, delivered, or where customers meet staff. They enable you to: - **Separate inventory by site**: Track equipment at different locations independently - **Charge location-specific fees**: Set different prices for different locations - **Provide location details**: Addresses, directions, contact info, photos - **Offer flexible pricing**: Fixed fees or mileage-based delivery charges - **Manage multi-site operations**: Perfect for franchises, seasonal locations, or delivery services ### Location vs Units **Locations** = Physical sites where rentals happen - Examples: "Downtown Marina", "North Boat Launch", "Trailhead Parking" - Each location has its own address, contact info, and pricing **Units** = Equipment available at those sites - Examples: "2024 Sea-Doo GTI", "Premium UTV", "Fishing Boat" - One unit can be available at multiple locations - Quantity tracked separately per location **Key Point**: A unit can serve multiple locations, but availability is tracked independently at each location. ## Creating a New Location ### Step 1: Basic Information 1. Click **"New Location"** button 2. Enter a descriptive location name - ✅ Good: "Downtown Marina", "North Trailhead", "Resort Beach Access" - ❌ Avoid: "Location 1", "Site A", "Pickup Point" 3. Optionally add a brief description 4. Click **"Create Location"** **Pro Tip**: Use names that customers will recognize and that help with SEO (include landmarks or area names). ### Step 2: Complete Location Details The location form uses an accordion layout with multiple sections. Expand each section to fill in details: #### Status Section - **Published**: Check this to make location visible to customers - **Archived**: Check to hide from all views (keeps historical data) #### Basic Information - **Name**: Display name (already set in Step 1) - **Headline**: Short tagline (e.g., "Premier Marina Access") #### SEO Details - **Title**: SEO-friendly page title (appears in search results) - **Description**: Meta description for search engines - **Slug**: URL-friendly identifier (auto-generated from name) #### Content Section - **Rich Text Body**: Full location description with formatting - **User Description**: Brief description used for AI content generation #### Location Address **Required for mileage-based fees and maps**: - **Street Address**: Address Line 1 (required) - **Address Line 2**: Suite, unit, or additional info (optional) - **City**: Required - **State**: Required - **ZIP Code**: Required for mileage-based fees - **Country**: Defaults to account country **Why Address Matters**: - Enables Google Maps integration - Required for mileage-based delivery fees - Helps customers find your location - Improves SEO - Enables accurate distance calculations for delivery pricing #### GPS Coordinates (Optional) - **Latitude**: Decimal degrees (e.g., 40.7128) - **Longitude**: Decimal degrees (e.g., -74.0060) **When to Use**: - If address geocoding is inaccurate - For remote locations without street addresses - To improve map pin accuracy #### Contact Information - **Phone Number**: Display format (e.g., "(555) 123-4567") - **Email**: Contact email for this location - **Website URL**: Location-specific website (optional) - **Contact Text**: Additional contact instructions ### Step 3: Location Pricing Locations support two pricing models: #### Fixed Price (Traditional) A set fee charged for using this location: 1. Enter **Location Fee** in dollars (e.g., "10.00" for $10.00) 2. This fee is added to every booking at this location 3. Multiplied by booking quantity 4. Shows as a fixed amount in cart/checkout **Best For**: - Pickup locations - Standard delivery zones - Simple, predictable pricing **Example**: - Location: "Downtown Marina" - Fixed Fee: $10.00 - Customer books 2 units → Location fee: $20.00 #### Mileage-Based Pricing (Base + Mileage Model) Locations use a **Base Fee + Optional Mileage Add-On** pricing model: 1. Set **Base Delivery Fee** (e.g., "$20.00") - this is **always charged** 2. Optionally toggle **"Add mileage-based pricing"** to ON 3. Enter **Per-mile rate** (e.g., "3.75" for $3.75 per mile after free tier) 4. Enter **Free tier miles** (e.g., "5" for first 5 miles included in base fee) **Pricing Formula**: ``` Total Fee = Base Fee + max(0, (distance - free_tier)) × rate_per_mile ``` **Best For**: - Delivery services with variable distances - Fair pricing based on actual travel distance - When base fee covers nearby deliveries, but far deliveries need more **How It Works**: 1. Customer selects location with mileage fee enabled 2. Cart shows base fee amount with "Varies by distance" badge 3. Customer enters destination address (in cart, address fields appear automatically) 4. Customer clicks **"Validate Address"** button 5. System validates the address and calculates driving distance using Google Maps 6. Fee calculated: Base Fee + (distance - free_tier) × rate 7. Badge updates to show total calculated fee 8. **"Proceed to Checkout"** button becomes enabled **Example**: - Base Fee: $20.00 - Free Tier: 5 miles (included in base) - Rate: $3.75/mile - Customer destination: 12.5 miles away - Calculation: $20.00 + (12.5 - 5) × $3.75 = $20.00 + $28.13 = **$48.13** **Example Setup**: - Location: "Trailhead Delivery Hub" - Base Fee: $20.00 (always charged) - Rate: $2.50 per mile - Free tier: 5 miles (first 5 miles included in base fee) **Example Calculations**: - Customer 12.5 miles away: $20.00 + (12.5 - 5) × $2.50 = $20.00 + $18.75 = **$38.75** - Customer 3 miles away: $20.00 + $0.00 = **$20.00** (within free tier, base fee only) **Important Notes**: - Requires complete address (street, city, state, and ZIP code) - Customer must click "Validate Address" button before checkout - Address is verified using Google's Address Validation - wrong ZIP codes or invalid addresses are rejected - Falls back to base fee only if Google API fails - Fee calculated automatically after validation - Transparent breakdown shown to customers ### Step 4: Location Images Upload photos to showcase your location: 1. Expand **"Images"** section 2. Drag and drop images or click to browse 3. Upload multiple images (recommended: 3-5) 4. First image becomes the cover image 5. Images optimized automatically **Image Tips**: - Show actual location (not stock photos) - Include parking areas and access points - Highlight unique features or amenities - Include signage or landmarks - Recommended size: 800x450px or larger ### Step 5: Generate Content with AI RecSystems can generate location content automatically: 1. Enter a brief description in **"User Description"** field 2. Include key features, amenities, nearby attractions 3. System generates: - **Headline**: Short, catchy tagline - **Title**: SEO-optimized page title - **Description**: Meta description for search engines - **Body**: Full rich text content with formatting 4. Review and edit generated content as needed **AI Content Tips**: - Be specific: "Waterfront marina with 50 slips, fuel dock, and restaurant" - Include unique selling points - Mention nearby attractions - Note parking and access details ## Assigning Units to Locations Units can be available at multiple locations. You can assign units from either the location page or the unit page. ### Method 1: From Location Page 1. Open the location you want to edit 2. Scroll to **"Units"** section or click **"Manage Units"** 3. Check boxes for units to assign to this location 4. Set **quantity available** at this location 5. Click **"Save Changes"** ### Method 2: From Unit Page 1. Open any unit from **Dashboard → Units** 2. Find **"Locations"** section or tab 3. Check boxes for locations where this unit is available 4. Enter quantity per location 5. Save the unit ### Quantity Management **Key Points**: - Set different quantities per location - Example: 5 jet skis at Marina, 3 at Resort - Availability tracked separately per location - Prevents overbooking across locations **Example**: - Unit: "2024 Sea-Doo GTI" - Downtown Marina: 5 units available - North Boat Launch: 3 units available - Total: 8 units, but tracked separately ## Location Settings ### Publishing Status **Published**: - ✅ Visible to customers in booking flow - ✅ Appears on public location pages - ✅ Can be selected during booking - ✅ Shows in location lists **Unpublished**: - ❌ Hidden from customers - ✅ Still visible in admin dashboard - ✅ Use for locations being set up - ✅ Use for seasonal locations (off-season) **Archived**: - ❌ Hidden from all views - ✅ Preserves historical data - ✅ Use for closed locations - ✅ Bookings still reference archived locations **Workflow**: 1. Create location (unpublished) 2. Add details, images, assign units 3. Test and verify everything 4. Publish when ready 5. Unpublish for seasonal closures 6. Archive when permanently closed ### Display Order Locations appear in order of creation by default. To reorder: 1. Go to **Dashboard → Locations** 2. Look for drag handles or reorder controls 3. Drag locations to desired order 4. Primary/most popular locations first 5. Seasonal locations last **Best Practice**: Put your main location first, then order by popularity or proximity. ## Managing Location Information ### Complete Address Details **Why Complete Addresses Matter**: - Enables Google Maps integration - Required for mileage-based delivery fees - Helps customers find you - Improves local SEO - Enables accurate distance calculations **Required for Mileage-Based Fees**: - Street address (Address Line 1) - City - State - ZIP code (required for address validation) **Recommended**: - GPS coordinates (for remote locations) - Country (if different from account default) ### Contact Information Provide complete contact details for each location: - **Phone**: Local phone number (formatted for display) - **Email**: Location-specific email (or main business email) - **Website**: Location-specific page (if applicable) - **Contact Text**: Additional instructions (e.g., "Call ahead for directions") **Pro Tip**: Use location-specific contact info when possible. This helps customers reach the right person at the right location. ### Operating Hours While not stored directly in location settings, you can: - Include hours in location description - Add to contact text - Note in pickup instructions - Use availability rules for time-based restrictions **Best Practice**: Be clear about when customers can pick up or when deliveries are available. ### Pickup Instructions Add clear instructions in the location description or contact text: - **Where to meet**: Specific meeting point - **Parking information**: Where to park, costs, restrictions - **Check-in location**: Office, kiosk, or staff location - **What to bring**: Required documents, ID, etc. - **Access details**: Gate codes, directions, landmarks **Example**: > "Meet at the main dock office. Free parking available in lot A. Bring valid driver's license and credit card. Look for the blue RecSystems sign." ## Location Pricing Strategies ### Fixed Price Locations **When to Use**: - Standard pickup locations - Simple, predictable pricing - No distance variation - Customer convenience **Pricing Tips**: - $0 for main location (no extra charge) - $5-$15 for premium locations - $10-$25 for remote locations - Consider competitor pricing **Example Scenarios**: - **Main Location**: $0 (no fee) - **Premium Marina**: $15 (convenience fee) - **Remote Trailhead**: $20 (access fee) ### Mileage-Based Pricing **When to Use**: - Delivery services - Fair pricing based on distance - Variable delivery zones - Competitive advantage **Setting Your Rate**: - **Boat rentals**: $2.00-$3.00/mile - **UTV delivery**: $2.50-$4.00/mile - **Equipment delivery**: $3.00-$5.00/mile - **Premium service**: $4.00-$6.00/mile **Free Tier Recommendations**: - **Local service**: 3-5 miles free - **Regional service**: 5-10 miles free - **Premium service**: 0-3 miles free - **Competitive**: Match or beat competitors **Example Setup**: ``` Location: "Trailhead Delivery Hub" Base Fee: $20.00 Rate: $2.50 per mile Free Tier: 5 miles Customer 12.5 miles away: Fee = $20.00 + (12.5 - 5) × $2.50 = $38.75 Customer 3 miles away: Fee = $20.00 (within free tier, base fee only) ``` **Pro Tips**: - Start conservative (lower rate, higher free tier) - Test with sample bookings before going live - Always set a reasonable fallback price - Monitor API costs monthly - Adjust based on customer feedback ## Multi-Location Bookings ### Customer Experience When a unit is available at multiple locations: 1. **Customer selects date/time** for rental 2. **Sees available locations** with pricing 3. **Compares options**: - Location names and addresses - Location fees (fixed or "Varies by distance" for mileage) - Distance/convenience 4. **Selects preferred location** via radio buttons 5. **If mileage-based**: - Delivery address form appears automatically - Customer enters street, city, state, and ZIP code - Customer clicks **"Validate Address"** button - System validates address and calculates fee - Green checkmark appears if valid - Red error appears if address has issues (wrong ZIP, etc.) 6. **Sees final fee** in checkout summary with breakdown 7. **"Proceed to Checkout"** button enables when address is valid 8. **Completes booking** with location-specific fee ### Behind the Scenes **What Happens**: - Inventory checked per location (prevents overbooking) - Location fee calculated and added to subtotal - Fee multiplied by booking quantity - Confirmation email shows selected location - Staff can see location in booking details **Location Selection Rules**: - **Required** when unit has 2+ published locations - **Optional** when unit has 0 or 1 published location - **Auto-selected** if only one location available - **Validated** before checkout proceeds ### Multiple Bookings in Cart If cart contains bookings with different locations: - Each booking's location fee calculated separately - Cart totals sum all location fees - Checkout shows breakdown per booking - Customer can see which items are from which locations **Example**: - Booking 1: Marina location ($10 fixed) = $10 - Booking 2: Trailhead location (12.5 miles, $2.50/mile, 5 free) = $18.75 - **Total location fees**: $28.75 ## Location Performance & Analytics ### Viewing Location Metrics **Dashboard → Reports → Locations** shows: - Bookings per location - Revenue by location - Utilization rates - Popular times/dates - Average booking value ### Key Metrics to Track **Booking Volume**: - How many bookings per location - Compare locations to identify popular sites - Identify underperforming locations **Revenue**: - Total revenue per location - Average revenue per booking - Location fee contribution **Utilization**: - Equipment usage rates per location - Peak times and seasons - Capacity optimization opportunities **Customer Feedback**: - Location-specific ratings - Common complaints or issues - Improvement opportunities ## Best Practices ### 1. Clear, Descriptive Naming **Do**: - ✅ "Downtown Marina" - ✅ "North Trailhead Parking" - ✅ "Resort Beach Access Point" - ✅ "Lakefront Boat Launch" **Don't**: - ❌ "Location 1" - ❌ "Site A" - ❌ "Pickup Point" - ❌ "Main" **Why**: Helps customers identify locations, improves SEO, and makes reporting clearer. ### 2. Complete Information **Essential**: - Full address (required for mileage fees and maps) - Contact information - Clear pickup/delivery instructions - Quality photos **Recommended**: - GPS coordinates (for accuracy) - Operating hours - Parking information - Nearby landmarks ### 3. Quality Photos **What to Include**: - Actual location (not stock photos) - Signage or identifying features - Parking areas and access points - Facilities or amenities - Multiple angles **Photo Tips**: - Use high-resolution images - Show what customers will see - Include context (surrounding area) - Update seasonally if needed ### 4. Smart Pricing Strategy **Fixed Price**: - Use for predictable, simple pricing - Set $0 for main location - Charge premium for convenience locations - Consider competitor pricing **Mileage-Based**: - Use for delivery services - Start conservative (test first) - Set reasonable free tier - Always have fallback price - Monitor and adjust based on feedback ### 5. Regular Maintenance **Ongoing Tasks**: - Update seasonal hours - Refresh photos annually - Review and adjust pricing - Update contact information - Monitor location performance - Archive closed locations **Seasonal Updates**: - Publish/unpublish seasonal locations - Update descriptions for current season - Adjust pricing for peak/off-peak - Update availability rules ## Common Location Scenarios ### Scenario 1: Seasonal Location **Use Case**: Summer-only boat launch **Setup**: 1. Create location: "Summer Boat Launch" 2. Set as **Unpublished** initially 3. Add summer inventory 4. Set seasonal pricing 5. **Publish** when season starts 6. **Unpublish** at season end **Tips**: - Use clear seasonal naming - Update description with season dates - Archive after season ends (if not returning) ### Scenario 2: Franchise Setup **Use Case**: Multiple franchise locations **Setup**: 1. Create each franchise location separately 2. Assign local inventory to each 3. Set location-specific fees 4. Use location-specific contact info 5. Track performance separately **Tips**: - Use consistent naming convention - Include franchise name in location name - Set up location managers if needed - Compare performance across franchises ### Scenario 3: Event Venue **Use Case**: Special event location (concert, festival) **Setup**: 1. Create location: "Summer Music Festival Grounds" 2. Set limited availability dates 3. Set premium pricing 4. Assign specific inventory 5. Add event-specific instructions 6. **Unpublish** after event **Tips**: - Use event name in location name - Set clear availability window - Add event-specific pickup instructions - Archive after event ends ### Scenario 4: Delivery Hub with Mileage Fees **Use Case**: Central delivery location with distance-based pricing **Setup**: 1. Create location: "Central Delivery Hub" 2. Enable **Mileage-Based Pricing** 3. Set rate: $2.50/mile 4. Set free tier: 5 miles 5. Set fallback: $15.00 6. Add complete hub address 7. Add delivery instructions **Customer Experience**: - Sees "Varies by distance" badge when selecting location - Enters destination address with ZIP code - Clicks **"Validate Address"** button - System validates address and calculates fee - Sees calculated fee in cart summary - "Proceed to Checkout" button becomes enabled - Completes booking with transparent pricing **Tips**: - Test with sample addresses before launch - Make sure customers know ZIP code is required - Adjust rate based on actual costs - Communicate pricing clearly to customers - If customers have address issues, suggest using the autocomplete suggestions ### Scenario 5: Multiple Pickup Points **Use Case**: Boat rental with multiple marina locations **Setup**: 1. Create locations: "Downtown Marina", "North Harbor", "Resort Marina" 2. Set different fixed prices or all $0 3. Assign same units to all locations 4. Set quantities per location 5. Publish all locations **Customer Experience**: - Sees all available locations - Compares convenience and pricing - Selects preferred marina - Books with location-specific fee ## Troubleshooting ### Location Not Showing to Customers **Check**: 1. ✅ Is location **Published**? (not unpublished or archived) 2. ✅ Are units assigned to this location? 3. ✅ Are assigned units **Published**? 4. ✅ Do units have quantity > 0 at this location? 5. ✅ Are there any availability restrictions? **Fix**: - Publish location if unpublished - Assign published units with quantity > 0 - Check unit availability rules - Verify date/time restrictions ### Wrong Inventory Showing **Check**: 1. Unit quantities per location 2. Unit assignments (which locations) 3. Unit published status 4. Availability rules **Fix**: - Update quantities in location or unit form - Verify unit is assigned to correct locations - Check availability rules aren't blocking - Review unit published status ### Location Fee Not Calculating **For Fixed Price**: - Check location has price set (not $0 if you want a fee) - Verify price is saved correctly - Check booking has location selected **For Mileage-Based**: - ✅ Is mileage fee enabled on location? - ✅ Does booking have complete destination address (street, city, state, ZIP)? - ✅ Did customer click "Validate Address" button? - ✅ Was address validation successful (green checkmark)? **Fix**: - Enable mileage fee and set rate if needed - Ensure customer provides complete address including ZIP code - Customer must click "Validate Address" button - If address shows error, customer needs to correct it ### Mileage Fee Shows "Fee TBD" or "Needs Verification" **Cause**: Customer hasn't provided or validated destination address yet **Solution**: - This is normal behavior until address is validated - Customer needs to: 1. Enter complete address (street, city, state, ZIP code) 2. Click **"Validate Address"** button 3. Wait for green success indicator - If validation fails, customer should check: - Is the ZIP code correct for that city/state? - Is the street address spelled correctly? - Are all required fields filled in? ### Address Validation Failing (Red Error) **Common Causes**: - **Wrong ZIP code**: The ZIP must match the actual ZIP code for that address - **Incomplete address**: Missing street number, city, or state - **Misspelled street**: Check for typos in street name - **Invalid address**: Address doesn't exist or can't be verified **What Customers Should Do**: 1. Double-check ZIP code matches the city/state 2. Use Google Places suggestions by starting to type the address 3. Verify the address exists on Google Maps 4. Correct any spelling errors **What Staff Should Know**: - The system validates addresses to prevent delivery problems - A wrong ZIP code will block checkout (this protects against delivery to wrong location) - Suggest customer use the autocomplete suggestions for accurate addresses ### Incorrect Mileage Fee Amount **Check**: 1. Is the calculated distance reasonable for that address? 2. Are the location's rate and free tier settings correct? 3. Does the calculation match: (distance - free_tier) × rate + base fee **Fix**: - Review location rate and free tier settings in the admin - Verify the destination address is correct - Contact support if calculation seems wrong ### Google Maps Not Showing **Check**: 1. Location has complete address? 2. GPS coordinates set (if address insufficient)? 3. Map integration enabled? **Fix**: - Add complete address (street, city, state minimum) - Add GPS coordinates if address geocoding fails - Verify address format is correct ### Missing Location Information **Checklist**: - [ ] Location name - [ ] Complete address - [ ] Contact information - [ ] Location description - [ ] Images uploaded - [ ] Units assigned - [ ] Pricing configured **Fix**: - Complete all required fields - Add optional fields for better customer experience - Upload at least one image - Assign at least one unit ## Advanced Features ### Location Groups (Future) Group related locations for: - Regional management - Bulk updates - Shared inventory pools - Grouped reporting ### Transfer Inventory Between Locations Move units between locations: - Track transfers - Update availability automatically - Maintain transfer history - Useful for seasonal moves ### Location-Based Reporting Generate custom reports: - Per-location performance - Compare locations - Identify trends - Optimize inventory distribution ### Public Location Pages Each location has a public page: - SEO-optimized URL: `/locations/:slug` - Shows available units at that location - Displays location details and map - Links to booking flow **SEO Benefits**: - Unique pages per location - Local SEO optimization - Rich content and images - Structured data markup ## Related Guides - [Unit Management](../02-inventory-setup/unit-management.md) - Managing your rental inventory - [Availability Rules](../02-inventory-setup/availability-rules.md) - Setting schedules and restrictions - [Custom Domains](./custom-domains.md) - Location-specific websites - [Pricing Strategies](../03-revenue-optimization/pricing-strategies.md) - Advanced pricing techniques ## Quick Reference ### Location Form Sections 1. **Status** - Published/archived toggle 2. **Basic Information** - Name, headline 3. **SEO Details** - Title, meta description 4. **Content** - Rich text body, AI generation 5. **Location Address** - Full address fields 6. **GPS Coordinates** - Latitude/longitude (optional) 7. **Contact Information** - Phone, email, website 8. **Mileage-Based Pricing** - Enable mileage fees, set rate and free tier 9. **Location Images** - Image upload and gallery ### Pricing Models **Fixed Price**: - Set once, charged per booking - Multiplied by quantity - Simple and predictable **Mileage-Based**: - Base fee + mileage calculated from distance - Formula: Base + Rate × (distance - free tier) - Customer must validate address before checkout - ZIP code must be correct for the address - Falls back to base fee only if validation fails ### Common Settings **Boat Rentals**: - Fixed: $0-$15 - Mileage: $2.00-$3.00/mile, 5-10 miles free **UTV Delivery**: - Fixed: $10-$20 - Mileage: $2.50-$4.00/mile, 3-5 miles free **Equipment Delivery**: - Fixed: $15-$25 - Mileage: $3.00-$5.00/mile, 0-5 miles free --- **Pro Tip**: Start with one well-configured location before adding more. This becomes your template for consistency across all locations. Once you have the first location perfect, duplicate the approach for additional locations. **Need Help?**: Contact support at [email protected]