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Managing Sites

Sites represent physical locations within a company. They are a core part of how the platform structures data and controls billing.

This guide explains how to create, manage, and configure sites.

Overview​

Each site includes:

  • A name
  • A colour (used for visual identification)
  • A set of template variables (key-value pairs specific to that site)

Sites are used when:

  • Creating handovers
  • Resolving template variables
  • Organising operational data

Creating a Site​

To create a site:

  1. Navigate to Company → Sites
  2. Click Add Site
  3. Enter the required details
  4. Click Create Site

Site Fields​

Name​

A clear, identifiable name for the location.

Examples:

  • Head Office
  • Warehouse
  • Kilmarnock Stadium

Avoid generic names such as:

  • Site 1
  • Test

Colour​

Used throughout the platform to visually distinguish the site.

  • Appears in dashboards and reports
  • Helps differentiate between multiple sites

You can:

  • Select a colour using the picker
  • Enter a hex value manually (e.g. #00CCFF)

Template Variables​

Sites define values for variables used in templates.

Each variable consists of:

  • Key — the variable name used in templates
  • Value — the value specific to this site

How Variables Work​

Templates reference variables using:

£{variable_name}

At runtime, the system replaces them with values from:

  1. Built-in variables
  2. Site-defined variables

Example​

Site configuration:

  • site_name → Head Office
  • manager_name → John Smith

Template usage:

Site: £{site_name} Manager: £{manager_name}

Rendered output:

Site: Head Office Manager: John Smith

Variable Priority​

If the same variable exists in multiple places:

  1. Custom site variable overrides built-in
  2. Otherwise, built-in value is used

This means you can override defaults if needed.

Managing Variables​

You can:

  • Add new variables
  • Edit existing values
  • Remove variables

When editing:

  • Keys are normalised (lowercase, unique)
  • Duplicate keys are ignored
  • Empty keys are excluded

Important Behaviour​

Company-Level Keys​

Variable keys are shared at company level.

  • When you add a new key, it becomes available across sites
  • Each site provides its own value for that key

Missing Values​

If a variable is used in a template but not defined:

  • The placeholder remains unchanged
  • Example: £{manager_name} stays as-is

Editing a Site​

To update a site:

  1. Click the edit icon next to the site
  2. Modify name, colour, or variables
  3. Click Update Site

Changes apply immediately to:

  • Future handovers
  • Variable resolution

Deleting a Site​

To delete a site:

  1. Click the delete icon
  2. Confirm the action

This action:

  • Permanently removes the site
  • Cannot be undone

Be cautious, especially if the site is actively used.

Best Practices​

Use built-in variables where possible​

Avoid redefining things like site_name unless you intentionally want to override it.

Keep variable keys consistent​

Use predictable naming conventions:

  • site_name
  • manager_name
  • region

Avoid inconsistent formats like:

  • ManagerName
  • manager-name

Define variables early​

Templates depend on variables. Missing values will degrade output quality.

Avoid unnecessary duplication​

If two locations operate as one unit, use one site with multiple locations instead.

Summary​

A site:

  • Represents a physical location
  • Controls billing and organisation
  • Provides values for both built-in and custom variables

Correct setup ensures:

  • Accurate template rendering
  • Consistent reporting
  • Scalable structure as your organisation grows