Locations

A Location in EmberX represents a physical place in your property: a guest room, a lobby, a pool bar, or a service counter. Locations are the starting point for the entire guest experience — each one can have QR codes attached that allow guests to initiate conversations.

Location Types

Every location has a type field that categorizes the physical space. Common types include:

Type	Example
room	”Room 101”, “Room 205” — standard guest rooms
store	”Gift Shop”, “Mini Mart”
building	”Main Building Lobby”, “Conference Hall”
Custom	Any value defined by your property

Room Type Classification

For room-type locations, you can additionally assign a Room Type (e.g., “Deluxe King”, “Suite”, “Twin”) to categorize the room class. Room Types are managed separately and reused across many locations.

Creating a Location

1. Navigate to Locations in the main sidebar
2. Click Add Location
3. Fill in the details:
   • Name — The display name shown to staff (e.g., “Room 101 — Awesome Suite”)
   • Type — Select or type the location type (room, store, etc.)
   • Room Type — (For room-type only) Select the room classification
   • Physical Location — Optional descriptor like “Residence Wing” or “Building A”
   • Description — Internal notes about this location
   • Tags — Add tags for filtering (e.g., “VIP”, “Accessible”)
   • Status — active to allow QR code usage
4. Click Save

Real-World Example

In our system, the Residence wing has 100+ rooms all configured as:

Name: "101 Awesome Room"
Type: room
Location: Residence
Status: active

Each of these rooms has a QR code on the door that guests scan to chat with Reception or request Room Service.

Tags

Tags allow flexible categorization beyond the fixed type/status fields. A location can have multiple tags (e.g., vip, accessible, beachfront). Tags are shared across the system and filtered in the Locations table.

Check-in / Check-out Tracking

For room-type locations, EmberX tracks guest stays via Check-ins:

• When a guest scans a QR code and starts a conversation, a check-in record is created for that room
• Staff can set a check-out date from within the conversation
• The check-in record links the conversation to the specific room, enabling multi-stay tracking

This allows staff to know which room a guest is in without the guest having to provide any information.

Linking Locations to QR Codes

A single location can have multiple QR codes, each pointing to a different Service Center:

Room 101
  ├── QR Code A → Reception (for general requests)
  └── QR Code B → Room Service (for food orders)

See QR Codes for how to create and manage QR codes for a location.

License Limits

The number of active locations (specifically for room-type) is controlled by the maxRooms license setting. The dashboard shows current usage versus the allowed limit.

Deactivating a Location

Setting a location’s status to inactive prevents new QR scans from creating conversations. Existing conversations are not affected. To fully stop all activity, deactivate the QR codes linked to this location as well.