> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gorynse.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing facilities

> Set up your sub-locations, departments, or divisions so costs and dashboards roll up the way you expect.

A **facility** is most often a department, depot, or sub-location within your organization — a precinct, a service area, a yard, anything you use to group vehicles for reporting. The fastest way to think about it: *facilities are your departments*. Facilities show up in the dashboard filter, on the vehicle list, and on every invoice — **invoices always break cost out by facility** — so it's worth setting them up the way you'd want to see them in a report.

You can manage everything on this page yourself: add one at a time, bulk-upload a CSV, or click any row to edit or archive.

## Why facilities matter

<CardGroup cols={3}>
  <Card title="Cost breakouts" icon="file-invoice-dollar">
    Every monthly invoice breaks out spend by facility, so the grouping you set here is what your finance team will reconcile against.
  </Card>

  <Card title="Dashboard filtering" icon="chart-mixed">
    The Dashboard's **Facility** filter narrows every chart and stat to vehicles assigned to that facility. Only active (non-archived) facilities appear in the filter.
  </Card>

  <Card title="Vehicle organization" icon="car">
    Every vehicle is assigned to one facility. That assignment shows up on the vehicle row and on mobile wash work orders.
  </Card>
</CardGroup>

## Adding a single facility

<Steps>
  <Step title="Go to Organization → Facilities">
    The page lists every active facility you've set up. Archived facilities are hidden from this view.
  </Step>

  <Step title="Click Add Facility">
    Bottom-left of the table.
  </Step>

  <Step title="Fill in the form">
    Only **Name** is required. Address fields are optional but recommended — mobile wash technicians and your own drivers navigate to the address.

    | Field              | Notes                                                                                                |
    | ------------------ | ---------------------------------------------------------------------------------------------------- |
    | **Name**           | Required. Use something a dispatcher would recognize — "Denver — Park Hill Yard" beats "Facility 2". |
    | **Address Line 1** | Type-ahead suggests real addresses; picking one auto-fills city, state, zip, and country.            |
    | **Address Line 2** | Suite, unit, or building number.                                                                     |
    | **City**           |                                                                                                      |
    | **State**          | Dropdown of US state abbreviations (2-letter codes).                                                 |
    | **Zip**            | Up to 5 digits.                                                                                      |
    | **Country**        | Auto-fills to USA when you pick a suggested address.                                                 |
  </Step>

  <Step title="Click Add Facility to save">
    The facility appears in the table immediately and becomes available in the Dashboard's facility filter.
  </Step>
</Steps>

<Tip>
  Smaller fleets often only need one facility — that's fine. Set it up once and you can ignore this page.
</Tip>

## Bulk-adding facilities from a CSV

If you're rolling out across many sub-locations at once, upload a CSV instead of adding them one at a time.

<Steps>
  <Step title="Click the bulk-add button">
    Next to **Add Facility**, the button with the city-building icon opens the **Bulk Add Facilities** dialog.
  </Step>

  <Step title="Grab the example CSV">
    Click **Example CSV Download** in the dialog. The file lives at `/facilities.csv` and shows the exact column order.
  </Step>

  <Step title="Format your file">
    Seven columns, in this order, with a header row:

    ```csv theme={null}
    name,addressLine1,addressLine2,city,state,zip,country
    Denver — Park Hill Yard,1234 Park Hill Rd,,Denver,CO,80207,USA
    Aurora Depot,500 E Colfax Ave,Bldg B,Aurora,CO,80010,USA
    ```

    A few rules the importer enforces:

    * Every row needs all seven columns (leave a column blank if it doesn't apply, but keep the commas).
    * **State must be the 2-letter code** (e.g., `CO`, not `Colorado`).
    * Facility names must be unique — if a name already exists in your account, that row is rejected.
  </Step>

  <Step title="Upload and review">
    Pick the file, click **Next**. If anything's malformed, the dialog lists the problem rows with line numbers — fix them in the CSV and re-upload. If the file's clean, you'll see a preview table of every facility about to be created.
  </Step>

  <Step title="Click Add Facilities">
    A progress bar tracks the import. When it finishes, the new facilities appear in the main table.
  </Step>
</Steps>

## Editing a facility

Click any row in the table to open the **Update Facility** dialog. Change the name or any address field and click **Update Facility** to save. The new values flow through the rest of the portal — vehicle rows, dashboard filters, and future invoices.

<Note>
  Renaming a facility doesn't rewrite historical invoices. Past invoices keep the name that was in place when they were generated; new invoices use the current name.
</Note>

## Archiving a facility

Facilities are archived rather than deleted — that keeps your history intact while removing the facility from active views.

<Steps>
  <Step title="Click the facility row to open the dialog">
    Same dialog as editing.
  </Step>

  <Step title="Click Archive Facility">
    At the bottom of the dialog, below the divider.
  </Step>
</Steps>

Once archived:

* The facility disappears from the Facilities table.
* It's hidden from the Dashboard's Facility filter.
* Historical visits, transactions, and invoices that referenced the facility keep their original record.

<Tip>
  If you decommission a whole sub-location, archive its facility **after** you've moved or archived the vehicles assigned to it — otherwise those vehicles will still reference a hidden facility.
</Tip>

## Need to change a vehicle's facility?

Vehicle assignments live on the **Organization → Vehicles** page, not here. To reassign a vehicle to a different facility, email `support@gorynse.com` with the vehicle's description, VIN, license plate, and the destination facility, and it will be updated across all the vendors you're enrolled with.