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Set Up Sites, Systems, Spaces & Assets ​

Everything in Vigil — issues, work orders, PM schedules, telemetry — is anchored to physical locations and equipment. This page walks through creating that foundation.

Before you start: You need an Org Admin or Org Operator role. See Roles & Permissions.

The hierarchy ​

Site (a building)
├── Systems  ← logical equipment groups (HVAC, Refrigeration…)
│   └── Assets  ← individual equipment (Compressor A, RTU-3…)
└── Spaces   ← physical areas (Walk-in Cooler, Sales Floor…)
             (assets can optionally be placed in a space)

You must create them in this order: Site → System → Asset. Spaces can be added at any point after the site exists.

Add a Site ​

A Site is a physical building. It is the highest-level container for all equipment, issues, and work.

  1. In the org-level sidebar click Stores.
  2. Click Add store (or the equivalent button in your view).
  3. Fill in:
    • Name (required) — e.g. Sedano's — West Flagler
    • Timezone (required) — used for timestamps, compliance windows, and PM due dates. Defaults to America/Chicago if not set.
    • Address, City, State, Country, Postal Code (optional) — used for display and reporting.
  4. Save.

One Site per physical building. If you operate multiple locations, create one Site for each.

Add Systems ​

A System groups related equipment within a site. Examples: HVAC, Refrigeration, Electrical, Lighting, Plumbing.

  1. Enter the store, then go to Store Settings → Store Structure → Systems.
  2. Click Add system.
  3. Fill in:
    • Name (required) — must be unique within this site.
    • System type (optional) — used to match service providers who specialize in a type.
  4. Save.

Create a system for each major discipline before you add assets. You can always add more systems later.

Add Spaces ​

A Space is a named physical area inside the building. Examples: Walk-in Cooler #1, Freezer Aisle, Rooftop, Sales Floor, Back Office.

Spaces are optional but recommended. They let you:

  • File an issue against a location even when no specific asset is implicated.
  • Filter assets and issues by area.
  1. Go to Store Settings → Store Structure → Spaces.
  2. Click Add space.
  3. Fill in:
    • Name (required) — must be unique within this site.
    • Space type (optional) — e.g. cooler, freezer, sales area.
  4. Save.

Add Assets ​

An Asset is a single piece of equipment. Examples: Rooftop Unit 3, Walk-in Compressor A, Condenser 2B.

Prerequisites ​

Before adding an asset you need:

  • ✅ A Site for this building
  • ✅ A System the asset belongs to (e.g. HVAC)

Steps ​

  1. In the store sidebar go to Assets.
  2. Click Add asset (or use the FAB in the mobile app).
  3. Fill in:
    • Name (required) — descriptive; must be unique within its site + system. E.g. RTU-3 or Compressor A.
    • System (required) — which system this asset belongs to.
    • Class (required) — the equipment category (e.g. hvac_unit, compressor). Pick from the dropdown.
    • Space (optional) — place this asset in a space for location context.
    • Asset tag (optional but strongly recommended) — a QR/barcode identifier (e.g. HVAC-003). This is what the mobile QR scanner reads. See Find an Asset by QR Code.
  4. Save.

Asset tag tip: Print QR codes for each tag and affix them to the physical equipment. Technicians can then scan the code to instantly pull up the asset's history, open issues, and work orders.

Add a PM Schedule to an Asset ​

Once an asset exists you can set a recurring maintenance schedule on it.

See PM Schedules (Preventive Maintenance) for the full walkthrough.

Edit or retire an asset ​

  • Edit: Go to the asset's detail page, click the edit icon (pencil).
  • Retire: Assets cannot be hard-deleted (they have history). Set the asset to retired/inactive via the edit form.

What's next? ​

Now that your physical hierarchy is in place:

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