Overview
Authority users can create new establishments, edit existing records, and close establishments that are no longer active. This article walks through each workflow.
Adding a new establishment
Click Establishments in the left sidebar.
Click the Create establishment button (top right).
Fill in the establishment details (see field table below).
Click Save.
Establishment fields
Field | Required | Notes |
Name | Yes | Business name of the establishment |
Logo | No | Upload an image file for the business logo |
Establishment Type | No | Select from your organization's configured types (this list is created within your settings under the Establishment tab) |
Provider | No | Searchable dropdown - type at least 2 characters to search |
Tags | No | Select one or more tags for filtering. To create one, just type and click add. |
Inspector | No | Select an Authority User from the dropdown. (Inspectors are designated within your settings under Team) |
Business Address | Recommended | Street, city, state, and postal code (a recommendation will pop up and allow you to choose the Google recommended address. This will allow the establishment to show up on your map) |
Phone | No | Phone number (format validated) |
No | Email address | |
Website | No | Website URL |
Map coordinates | No | Click the map button to set coordinates in a pop-up |
Custom properties | Varies | Additional fields configured by your organization |
📝 Note: The Name field is the only required field. However, adding a business address is strongly recommended for mapping and identification.
What happens next
The establishment is created with an Open status and receives an auto-generated Reference No.
The establishment appears in the Establishments list and on the Dashboard counters.
You can now add GCDs, contacts, and other records to the establishment.
Editing an establishment
Click Establishments in the left sidebar.
Click the establishment name to open its detail page.
Click Actions, then Edit.
Update the fields you need to change.
Click Save.
What happens next
Changes take effect immediately.
The Activity log tab on the establishment detail page records the update.
Closing an establishment
When an establishment is no longer active (permanently closed, moved, etc.), you can mark it as closed.
Open the establishment detail page.
Click the Actions dropdown, click Mark as closed.
A pop-up will appear asking to confirm, click OK to confirm.
What happens next
The establishment receives a closed timestamp.
Closed establishments are hidden from default list views and filters.
All linked data (GCDs, pump outs, inspections, enforcements) is preserved.
The establishment no longer counts toward active compliance metrics on the Dashboard.
💡 Tip: To find closed establishments later, adjust your filters to include closed records.
Reopening an establishment
If a closed establishment needs to be reactivated:
Find the closed establishment (adjust filters to show closed records).
Open the establishment detail page.
Click the Actions dropdown and select Open.
A pop-up will appear asking to confirm, click OK to confirm.r
What happens next
The closed timestamp is removed.
The establishment returns to the default Establishments list.
Compliance tracking resumes based on linked GCDs.
FAQ
What fields are required when creating an establishment?
Only the Name field is required. However, a business address is strongly recommended for matching pump out records and locating the establishment.
Can I reopen a closed establishment?
Yes. Open the closed establishment and click Open. The closure date is removed and the establishment returns to the active list.
What happens to GCDs and pump outs when I close an establishment?
Nothing is deleted. GCDs, pump out history, inspections, and all other records remain intact. The establishment is hidden from default views but can still be found using filters.
How do I assign a provider to an establishment?
Edit the establishment and use the Provider searchable field. Type at least 2 characters to search, then select the correct provider from the results.