Setting Up Room Locations

Adding rooms to your location hierarchy can improve efficiency by clearly identifying where work is to be performed

This article is for FMI Works users who have been given the permission of System Administrator

Why use rooms?

Adding rooms to your location hierarchy is optional, but can improve the efficiency of work performed by clearly identifying where work is required within a building.  If you are just getting started with FMI, rooms do not need to be added right away, but can be added as time allows.  

Assets normally not mobile can be allocated to a room to improve auditing and the allocation of work performed against an asset.

For an overview of how locations are used in FMI, see our article How to Get Started with Location Data

Naming conventions

Careful consideration must be made when working out the naming conventions for your rooms.

Some people may call a room one name whereas others may call the same location something else.  Thus, it is important the naming convention is standardised and is understood by everyone within your organisation. 

Updating room details

Changes to the room name can be made at any time and will be reflected in historical work orders and other records.

Rooms can either be updated:

  • Individually, on the Room Details screen, as outlined below
  • In bulk, using the Location Import Tool

To update individual records, from the Services module go to Locations > Location Summary. Expand the Site and select the edit icon next to the Room

The fields available on the room record are as follows:

Room Number / Local Name

Used to identify the location when raising a work order.  Also used for searching and filtering information. 

The room number is the name commonly used on a map or blueprint.

The local name is the name users in your organization would commonly refer to the room. Example: Room Number 01 Local Name Office 


If a room is no longer active, check the inactive option.

This will remove the room from view where it is a selectable option. An inactive room will still be linked to any historical work orders 

Cost Code Select the default cost centre for the room.  If filled, work orders raised for this room will have the cost centre field pre-filled with the default cost centre 

When to attach documents to a room record

Documents can be attached to the room to capture information regarding the room.

In addition, room documents can be automatically sent with the work order email.  This is useful for letting the contractor know about important information like maps or additional instructions when there is work for the room. 

To enable this feature, select the Send with WO checkbox for each document that you want attached with the work order.  After it is enabled, the document is attached with the work order when a work order is raised for the room.