What this does: Locations are the sites where Trakref tracks your equipment, service events, and cylinders against. Adding a location creates a new site record; editing an existing one updates its details, address, and contact without disturbing the service history already attached to it.
Before you start: Have the location's name, location type, and street address ready. A site contact is optional but strongly recommended for EPA audits. California locations also need a NAICS business type code and an SIC code. This guide covers the desktop (web) experience.
Part 1 — Adding a new Location
Step 1. Check whether the location already exists. Select Locations from the left navigation menu, then use Filters to search by location name, code, or address. Duplicate records split a site's compliance history in two, so it is worth searching more than one way before you create anything.
Locations list — use Filters to search by name, code, or address.
Step 2. Start the new location. If the location does not already exist, select CREATE LOCATION at the top right of the Locations page.
CREATE LOCATION sits at the top right of the Locations list.
Step 3. Enter the location name and type. On the Location Details tab, complete the two required fields — Location Name and Location Type. Location type tells Trakref how the site behaves:
- Service Location — a site with HVAC or refrigeration equipment that gets serviced.
- Wholesaler/Supplier — supplies and destroys cylinders.
- Warehouse — stores cylinders.
- Technician/Truck — assigns cylinders to a technician.
- Equipment Location — also appears in the list; if you are not sure whether this or Service Location fits your site, check with Trakref support before saving.
Location Type options on the Create Location form.
Step 4. Complete the remaining location details. Every location type uses the same set of fields. Only the fields marked with an asterisk are required, but a few are worth filling in:
- NAICS Business Type Code and Standard Industrial Classification (SIC) Code — include these for California locations. If you don't know your codes, they are easy to look up in a web search.
- Region / Division and Classification — optional, and the fastest way to keep a large portfolio organized and reportable.
- Preferred Vendor, Usage Type, AQMD ID, EPA ID, Ref ID, Operator Federal Tax Identification Number, Year Built, Operation Date — all optional; fill in whatever your program tracks.
The rest of the Location Details fields, including NAICS and SIC codes.
Region / Division and Classification set — optional, but recommended.
When the details are complete, select NEXT to move to the address section.
Step 5. Enter the physical address. Complete Street, Zip, Country, City, and State / Province. Latitude and Longitude are optional.
Address step — required fields are marked with an asterisk.
Step 6. Set the mailing address. Turn on Same Mailing Address to reuse the physical address, or enter a separate mailing address below it. Select NEXT to continue.
Physical address completed, with the Same Mailing Address toggle beneath it.
Step 7. Add a contact. A contact is optional, but recommended — it identifies the site manager, which matters during an EPA audit. Enter the Main Contact's name, phone, and email, and an Alternate Contact if you have one.
Main Contact and optional Alternate Contact fields.
Step 8. Create the location. Select CREATE LOCATION at the top right. Trakref confirms the location was created, and you can go straight to the new record or start another one.
Confirmation — view the new location details or create another.
Part 2 — Editing an Existing Location
| Edit, don't duplicate. Editing a location keeps its service events, work orders, and inventory attached to the record. Creating a second record for the same site splits that history and can become difficult to unwind later. |
Step 1. Find the location. Select Locations from the left navigation menu, then filter by location name, code, or address.
Filter the Locations list by name, code, address, and more.
Step 2. Open the location and select Edit. Select the location name to open its detail page, then select EDIT at the top right.
The location detail page — EDIT is at the top right.
Step 3. Update the location details. Any field on this tab can be changed — add a missing Region / Division or Classification, correct the Location Type, or fill in NAICS and SIC codes. Select NEXT when you're done.
Edit Location — Location Details tab with Region / Division and Classification filled in.
Step 4. Review the address. Adjust the physical address, mailing address, and latitude / longitude as needed, then select NEXT.
Address tab — physical address, coordinates, and mailing address.
Step 5. Update the contact. Add or correct the Main Contact and Alternate Contact. Not required, but recommended for every location.
Contact tab — Main Contact and Alternate Contact.
Step 6. Save your changes. Select SAVE at the top right. Trakref confirms the location has been successfully edited and returns you to the location's detail page.
Confirmation that the location was successfully edited.
Troubleshooting
- CREATE LOCATION or SAVE doesn't do anything. A required field is empty or invalid. Step back through each tab — Location Details, Address, Contact — and check every field marked with an asterisk.
- You can't find a location you know exists. Search by code or address as well as by name; site names are often entered inconsistently ("179 S. Fairview" versus "179 South Fairview"). If it still doesn't appear, check whether the record has been deactivated.
- A California location is missing information for reporting. Open the location, select EDIT, and add the NAICS Business Type Code and the Standard Industrial Classification (SIC) Code.
- You created a duplicate location. Don't delete or repurpose it — contact Trakref support so the records and their service history can be reconciled properly.
- A site is no longer in service. Use Deactivate Location on the location's detail page rather than editing the record into a different site.