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Update Device Locations

Update Device Locations is used to align device location fields based on where devices are currently checked out.

This utility synchronizes device building assignments with user building assignments for checked-out devices.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Update Device Locations​

Think of update device locations as device location synchronization - it updates each checked-out device's building assignment to match the building of the user it's checked out to.

What this utility does:

  • Updates device location assignments for checked-out devices
  • Aligns device building with user building
  • Ensures device location reporting reflects current assignments
  • Processes all checked-out devices system-wide

When to use:

  • User building assignments changed (student transfers, staff reassignments)
  • Beginning of school year (students moved to new buildings)
  • After bulk building updates
  • When device location reporting is misaligned with actual device locations

When NOT to use:

  • Devices are in correct locations already
  • Buildings haven't changed
  • Before understanding impact on location reporting

How it works:

  • Device checked out to student at Lincoln Elementary
  • Device building assignment updated to Lincoln Elementary
  • Device location now matches where device physically is (with user)

Options​

Include devices that do not currently have a building assignment​

Enable this option if you want the utility to also evaluate checked-out devices that currently have no building value assigned.

When to enable:

  • Devices were imported without building assignments
  • Historical devices missing location data
  • Want comprehensive location update for all checked-out devices

When to disable:

  • Only want to update devices that already have buildings assigned
  • Devices without buildings should remain unassigned

Example: Device has no building assigned, checked out to student at Washington High. If option enabled, device building set to Washington High. If disabled, device remains without building assignment.

How to Run It​

Prerequisites:

  • ✓ User building assignments are current and accurate
  • ✓ Understand which devices will be affected

Steps:

  1. Navigate to Settings → System Utilities
  2. Locate Update Device Locations
  3. Select the optional checkbox if needed (include devices without buildings)
  4. Click Process Location Update
  5. Wait for processing to complete
  6. Review results and validate a sample set of devices

What happens:

  • System identifies all checked-out devices
  • Updates each device's building to match the user's building
  • Devices not checked out remain unchanged

Processing time: Varies by district size and checkout counts. Typically seconds to 1-2 minutes.

Verification Steps​

After running the utility, validate changes were applied correctly.

What to check:

  • A sample set of checked-out devices show the expected building location
  • Device buildings match user buildings for checked-out devices
  • Reports filtered by building reflect expected device counts
  • Devices not checked out remained unchanged

Recommended verification:

  1. Run device report showing building assignments
  2. Check 10-15 checked-out devices manually
  3. Verify device building matches user building
  4. Confirm building-level device counts make sense
  5. Compare before/after counts by building

If problems found:

  • Review user building assignments (may be incorrect at source)
  • Check that devices were actually checked out
  • Verify buildings exist in system
  • Contact Manage1to1 Support if unexpected results

Best Practices​

✅ Do:

  • Run after user building updates (transfers, new school year)
  • Validate user building assignments first
  • Review results after processing
  • Coordinate with device location reporting needs
  • Run during off-hours if possible (less system impact)

❌ Don't:

  • Run without verifying user buildings are correct
  • Run repeatedly without reason
  • Skip validation afterward
  • Assume all devices will update (only checked-out devices affected)

Common Questions​

Q: Which devices are affected? Only devices currently checked out to users. Available devices (not checked out) are not affected.

Q: What if a user's building is incorrect? The device will be assigned to the incorrect building. Ensure user building assignments are correct before running this utility.

Q: Can I undo this utility? Not automatically. Device buildings would need to be corrected manually or by running the utility again after fixing user buildings.

Q: Will this affect devices in storage or warehouses? No. Only checked-out devices are affected. Devices not checked out to users remain unchanged.

Q: How often should I run this utility? As needed when user buildings change. Common timing: beginning of school year, after student transfers, after building reassignments.

Q: What happens to devices checked out to users without building assignments? Device building remains unchanged. Users should have building assignments for this utility to work correctly.

Update Device Locations ensures device location reporting accurately reflects where checked-out devices are physically located by synchronizing device buildings with user buildings.

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