Purpose: This article explains how regions, locations, venues, and workplaces help you model where training is delivered and how location-driven defaults apply to events.
Because Location is required on every Event, the Location you choose determines important default logic, including region-based pricing, currency, tax, reporting, and operational setup.
If you are looking for how communication Triggers activate based on time or event behavior, see: Trigger Types and Timing.
Contents
- Introduction
- Configuration hierarchy
- Companies
- Regions
- Locations
- Venues
- Workplaces
- Locations vs venues
- How defaults and inheritance work
- When to use each concept
- Manage regions
- Manage locations
- Best practices
- Next steps
Introduction
Consider how your organisation operates across the different places you offer training. Different locations may require different catalogues, currencies, tax handling, staff, and operational workflows.
In Administrate, Regions, Locations, Venues, and Workplaces help structure your delivery footprint.
These records are not only geographic labels. They also support financial logic, reporting, permissions, communication merge fields, and planning workflows.
In practice, Regions act as operational silos. They allow you to separate different trading setups (for example, currencies, tax rules, or catalogues) while still managing everything within a single Administrate instance.
Configuration hierarchy
The hierarchy of location-driven configuration is:
- Company → contains one or more regions
- Region → contains one or more locations
- Location → can contain one or more venues
- Venue → the most granular physical delivery point
- Workplace → groups two or more locations into a shared working area
When an Event is created, the selected Location connects the Event to the relevant Region and its default financial logic.
Companies
Companies are the highest level of configuration logic.
They define:
- financial processing and invoicing behavior
- administrative permissions across CRM, courses, and events
A Company can contain one or more Regions.
Regions
Regions define the financial and operational zones in which you trade.
Regions are often used to separate:
- currency
- tax handling
- pricing
- reporting
- course or item availability
For example, if you sell the same course in the United Kingdom and the Eurozone, you may use separate Regions so that pricing, currency, and tax are handled correctly.
Regions effectively create segmented operating environments. This allows you to:
- apply correct currency and tax automatically
- separate catalogues for different audiences
- control user access and visibility
When a student is added to an Event, pricing and currency are determined from the Event’s Region. This logic is also respected on invoices and reporting.
Locations
Locations are used when creating Events and must belong to a single Region.
Because every Event requires a Location, selecting it determines which Region’s financial and operational logic applies.
Locations may represent:
- a town or city
- a building
- a campus
- a delivery area
Location data can also be used in communication templates (for example, directions or venue instructions via merge fields).
Venues
Venues are more specific delivery points within a Location.
They are typically used when a Location contains multiple physical delivery spaces, such as buildings, rooms, or partner sites.
Venues:
- must be tied to a Location
- inherit Location and Region defaults
- can be selected during Event setup for more precise delivery information
In more advanced setups, Venues may be linked to supplier Accounts, allowing you to track external delivery partners and include venue-specific details in communications.
Workplaces
Workplaces group multiple Locations into a shared working area.
They support:
- Instructor assignment and availability
- Learner participation
- Resource planning
For more detail, see Workplaces.
Locations vs venues
- Locations drive financial and operational logic
- Venues define the exact physical delivery point
If your setup is simple, Locations alone may be sufficient. Use Venues when you need multiple delivery sites under one Location.
How defaults and inheritance work
- An Event is created
- A Location is selected
- The Location determines the Region
- The Region applies defaults (currency, tax, pricing)
- Optional Venue refines the delivery location
This inheritance model ensures that Events automatically adopt the correct financial and operational configuration based on Location.
When to use each concept
How many regions do I need?
Use Regions when you need to separate different trading or operational setups.
- different currencies or tax rules
- distinct catalogues or audiences
- separate workflows or permissions
If yes to any, use separate Regions.
When to use Locations
Use Locations for Event-level delivery selection.
When to use Venues
Use Venues when a Location contains multiple delivery spaces.
When to use Workplaces
Use Workplaces to group Locations for planning and availability.