Before you begin
- Sign in to the workspace that does the work at the site.
- Have the site's address, and any customer references or site rules you were given.
One record for each place
Sites & properties, under Your workspace, lists every place you have saved. A home is shown as a Property, a commercial site as a Site and an industrial facility as a Facility, from the sector you give it. Underneath they are one kind of record, so the same place is never saved twice under two names.
Jobs, inspections and installed assets link to a saved site. Each of them keeps its own copy of the address as it was saved, so editing a site's address never changes an existing job, inspection or certificate.
- Search by name, address or site reference.
- The sector filter and Show archived are kept in the page address, so a refresh or a shared link opens the same list.
- A site with the same address as another active site is refused and VoltMate names the one that exists. Open it instead of saving a second copy.
Save a site and add its details
- 1
Open Sites & properties and choose New site or property (the button follows the work you do, New site for example).
- 2
Enter the address, and a name if the site has one. Choose the sector if you know it, then choose Save and open.
- 3
On the site's page, open Site details. For a commercial, industrial or mixed site they are open already; for a home they are folded under More site details, so a domestic property stays simple.
- 4
Add the customer's site reference, whether a purchase order number is needed before work, contract and service level terms, access and induction notes, site hours and emergency information, then choose Save changes.
Never save key-safe, alarm or door codes in site notes or contact notes. They are plain text in your workspace.
Site contacts
Contacts are other people's personal details. Save only what they expect you to hold for the work. Only people signed in to your workspace see them; they are never shown in the Client Portal or on printed QR labels, and VoltMate never emails or messages them. They are included in your data export and removed when your account is erased.
To stop holding someone's details, choose Edit, clear their phone, email and notes, replace their name (with their role, for example), save, then Archive the contact.
- 1
On the site's page, under Site contacts, choose Add contact.
- 2
Enter the name and role (site contact, facilities manager, key holder, occupier or tenant, owner or landlord, security or other), with a phone number or email if you have them.
- 3
Tick Emergency contact for the people to call first in an emergency, then choose Add contact.
- 4
Choose Edit to correct someone's details, or Archive when they no longer look after the site.
Buildings, floors and rooms
A site can have optional locations inside it: buildings, floors, areas or zones, rooms and plant areas. Add only the ones a job needs; levels can be skipped, so a room can sit straight under the site.
Locations describe where things are on site. They are not the electrical layout, and nothing is created from job notes, asset locations or certificates for you.
- 1
Open Buildings, floors and rooms on the site's page and choose Add location.
- 2
Choose the kind, enter a name and an optional code, then choose Add location.
- 3
Use Add inside on a location to add one within it, Rename to change its name, kind or code, and Move to put it somewhere else. A location moves with everything inside it.
- 4
Use Archive to retire a location. Archive the locations inside it first; Restore brings it back.
Certificates for a saved site
When you prepare a certificate from an inspection linked to a saved site, the Installation / premises type starts from the site's sector: Domestic, Commercial or Industrial. For a mixed site you choose it. It is only a starting value: change it when the certificate needs another type. Issued certificates keep the type they were issued with, and changing the site later never changes them.
Archive or restore a site
- 1
Open the site and choose Archive, then confirm.
- 2
An archived site leaves the site pickers on jobs and inspections. Records already linked to it keep their link and their own address.
- 3
Choose Restore on an archived site to use it again. If another active site now has the same address, VoltMate says which one and keeps this one archived.
Common mistakes
- Saving a second site for the same place because the page says Site or Facility: search first, and use the existing record.
- Expecting a site address change to update old jobs or certificates. They keep the address they were saved with, on purpose.
- Putting access codes, alarm codes or other secrets in notes.
- Building a full hierarchy for a small job. Locations are optional; add only what helps you find things on site.
Troubleshooting
If a site is missing from the list, check Show archived and the sector filter. Sites without a sector appear only under All sectors and Sector not set.
If a location cannot be moved, VoltMate says why: a location cannot go inside itself or inside something that is already inside it, an archived location cannot hold active ones, and two active locations at the same place cannot share a name.
If adding a location or contact is refused on an archived site, restore the site first.