How to create and manage Location Sets

A Location Set groups rooms from one or more locations into a virtual location, giving you a single Diary view across them. Use Location Sets when you need to see, for example, all testing rooms across multiple sites or all consult rooms used by a particular department.

Open the Location Sets Manager

1. Navigate to Admin > Locations and Rooms > Location Sets Manager.

Public and private sets

When you create a set you choose who can see it:

• Public - the set is shared with everyone at the practice. Use this for sets the whole team relies on, such as all testing rooms across your sites.
• Private - the set belongs to you and only you can see it. Use this for a personal view you do not want cluttering everyone else's list.

Each user sees their own private sets plus every public set. A private set made by another user will not appear in your list.

Room-level or whole-location sets

The Location Only checkbox decides how detailed the set is and where it can be used:

• Location Only cleared (the default) - the set works at the room level, so you can include specific rooms. These sets appear in the Diary - choose this for a Diary view.
• Location Only selected - the set works at the whole-location level, with no room detail. These sets appear in reporting and data export as a location filter.

If you are making a set to view in the Diary, leave Location Only cleared.

Create a new Location Set

1. In the Location Sets Manager, click New.

2. Enter a name for the new Location Set.
3. Set the visibility to Public or Private (see Public and private sets above).
4. For a Diary view, leave Location Only cleared. Select it only if you want a whole-location set for reporting or data export (see Room-level or whole-location sets above).
5. Click Save. The new Location Set opens in Edit mode.
6. In the locations and rooms list, select the rooms you want to include. If Location Only is selected, select whole locations instead of individual rooms.

7. Click Save.

Edit a Location Set

1. Select the Location Set from the list on the left.
2. Click Edit. The full rooms list opens for selection.
3. Select additional rooms, or clear rooms to remove them.
4. To rename the set or change Public/Private, double-click the Location Set name in the list and make the change.
5. Click Save.

Use a Location Set in the Diary

After restart, Location Sets appear in the Location drop-down at the side of the Diary alongside individual locations. Select the Location Set to view all rooms in the set together.

If a Location Set is not showing

If a set you expect is missing from the Diary or a location filter, check the following:

1. You have not restarted yet. New sets and changes to existing sets only appear after a HealthTrack restart. Close and reopen HealthTrack, then check the Location drop-down again.
2. You are looking in the wrong place. Room-level sets (Location Only cleared) appear in the Diary. Whole-location sets (Location Only selected) appear in reporting and data export, not the Diary. If a set is in the wrong list, open it in the Location Sets Manager and check the Location Only setting.
3. The set uses locations you cannot access. A set only shows the locations and rooms you are allowed to see. If a set contains only locations you do not have access to, it will not appear for you. Ask an administrator to check your location access.
4. The set is private to another user. Only public sets and your own private sets appear in your list. If a colleague made the set as Private, ask them to change it to Public, or make your own copy.

Delete a Location Set

1. Select the Location Set from the list on the left.
2. Click Edit. The Delete button becomes active.
3. Click Delete.
4. Click Yes to confirm.