Regions, Countries and Locations

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Victoria Plows
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Regions, Countries and Locations

Regions, Countries and Locations are all linked together to form financial trading zones to where you hold your Events. For the purposes of documentation, Countries are described in the context of Regions.

 

Region

Administrate uses Regions to create financial zones that you trade in. Regions need not be geographical. By using Regions, you can sell the same product in multiple financial zones for different prices and in different currencies. You are able to map countries and Locations to Regions to help define them.

For Example:

  • You sell Courses and Items in the UK, France, Spain and Germany.
  • UK sales are in GBP, whereas sales in France, Spain and Germany are in EUR.
  • Thus, you’d need 2 Regions, ‘United Kingdom’ and ‘Eurozone’.
  • The Course delivered is the same yet you need to charge either £100 or €120.
  • Using the 2 Regions, you can add these values to Course Pricing
  • The Item delivered is the same yet you need to charge either £10 or €12.
  • Using Regions, you can add these values to the Items Screen.

When a student is added to an Event, the registration price and currency is taken from that Region. When an Invoice is created, the Region and currency of the registration is respected, as will any further items added to that Invoice.

All reports within Administrate can be filtered by Region, allowing you to see Opportunities, Events and Financials broken down by the Regions you operate in.

Add a Region

  1. Click +Add Region.
  2. Code: short code reference, maximum of 10 characters.
  3. Region: the name of your Region, e.g. ‘Eurozone’.
  4. Company: the Company that is responsible for the Region.
  5. Invoice Numbering: what code to display as prefix for invoice numbering to use: Account Category, Company or Region. NOTE : This relies on ‘shortcode invoice numbering’ being turned on for your instance. Please contact our customer success team to have this setting changed.
  6. [Optional] Default Tax: the Tax that generally applied to sales in this Region.
  7. [API only] Hide from Website: whether to display this Region on your website.
  8. Click the Countries tab.
  9. Select the Country you wish to add to this Region.
  10. Repeat the previous step until you’ve added all the Countries you require.
  11. Click Save.

Your Region will then be displayed in the table of Regions.

Edit a Region

Please note that if you change your Countries mapped to a Region: - Red: will be removed after you save - Green: will be a new addition after you save - Blue: an existing item

Red: to be removed, Green: new addition, Blue: existing item

Red: to be removed, Green: new addition, Blue: existing item

  1. Click on the Region you wish to edit.
  2. Make your desired changes.
  3. Click Save.

Your Region will then be updated in the table of Regions.

Delete a Region

Note
You won’t be able to delete a Region if any Events, student registrations, Prices or Invoices are allocated to the Region.

  1. Click on the Region you wish to edit.
  2. Click Delete Region.
  3. Confirm.

Your Region will be removed from the table of Regions.

Locations

Administrate stores a list of Locations that are used when creating Events. Once Locations have been added, they’ll be available when creating Events. Locations are linked to Regions. Therefore, when creating a Public Event, Administrate will know which price to charge each student, based on the Price added to the Region. A Region can have multiple Locations, but a Location may only belong to a single Region.

When naming the Location, this can be non-descript: it can be the name of a town/city, or the name of a building. The Location Title and Description are available as merge fields when sending Communication Triggers. So you can use the Location Description to hold address details and any additional information such as directions and car parking arrangements. Using the Location merge fields, these details will then be displayed on the email sent by the Communication Trigger. The system will first check for information in the Location Description and display that content. If it doesn’t exist, then Location Title will be displayed instead.

Add a Location

  1. Click the Locations tab (if you’re not already in it).
  2. Click +Add Location.
  3. Name: the name of your training location, generally a town/city, building.
  4. [Optional] Description: the address, directions on how to get there, and any other relevant information.
  5. Region: the trading zone that your Location belongs to.
  6. Country: the Country your Location is in.
  7. Default Tax: the Tax that generally applies to Sales in this Location.
  8. Click Save.

Your Location will be added to the table of Locations.

Edit a Location

  1. Click the Locations tab (if you’re not already in it).
  2. Click on the Location you wish to edit.
  3. Make your desired changes.
  4. Click Save.

Your Location will be updated in the table of Locations.

Delete a Location

Note
You won’t be able to delete a Location if any Events are allocated to the linked Region. Please amend any Events linked to that Region before continuing.

  1. Click the Locations tab (if you’re not already in it).
  2. Click on the Location you wish to delete.
  3. Click Delete.
  4. Confirm deletion.

Your Location will be removed from the table of Locations.

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