Adding and Maintaining School Locations

A school consists of many rooms or locations, a lot of which are not teaching spaces.  These include the school office, hall, library, gymnasium and many more.  Hero has the ability to create and store these locations.

In Hero, the location is primarily used by the medications register to show the physical location of medications held.  This prevents delays when a medication is required with urgency.

For school in New South Wales, the locations are closely linked to the DoE asset management system and are imported into Hero via a synchronisation process.  Non-DoE locations can also be added manually by a staff member with administration access.

For all other schools, the location is manually entered and maintained.  At least 1 location must exist if medications are to be added.

TO ADD A NEW LOCATION

1. Navigate to the Administration menu > Locations

2.  A list of all current locations will be displayed.

3. Click the ADD icon at the bottom of the screen to add a new location.

4.  Enter the location details and click SAVE to create.  Note: Can be Timetabled will only show for schools in NSW.

5.  The location will now be visible in the location register.

6.  To edit an existing location click the EDIT icon at the end of the row.

7. One reason you may have to edit a location, is to change the location from active to inactive.  An inactive location will not be available for selection when adding a medication.

8.  To delete an existing location, click the TRASH icon.

Note: The following section relates to schools in New South Wales only.

SYNCHRONISING LOCATIONS WITH THE DEPARTMENT OF EDUCATION

When a new school joins Hero, part of the setup process will be to import the rooms in the asset management system into your school as locations.  Therefore, these will already exist when you start using Hero. 

You will recognise these by the source of AMS (Asset Management System).   You will also be restricted when editing or deleting these locations.

A sync with the Asset Management System will take place every night to keep a school's location register up to date.

Additional locations can still be added manually, as above.  These are recognised by 'Vendor' in the source column and also the ability to edit or delete them.  Manually entered locations will be upfed to the DoE but will remain as vendor locations and retain their ability to be edited and deleted.