How to set up location categories
Last updated: April 2, 2026
Overview
Location categories allow you to create custom classification labels for your locations in Found. You can define categories (such as "Region" or "Service type"), add values to each category (such as "North", "South"), and then tag each location with the relevant value.
Once locations are categorised, those groupings become available across Found — including in CRM reports (occupancy, move-ins/outs, agreed fees) where you can filter results by category value rather than by individual location. Location categories also integrate with the invoicing module: if your workspace uses By category invoice prefix mode, each category value can be assigned its own invoice number prefix.
Location categories are part of the Pro CRM plan. The feature must be enabled on your workspace before it becomes available.
Who can manage location categories?
Only users with the Admin role can create, edit, or delete location categories and their values. Manager and Staff roles do not have access to this area.
Setting up location categories
Step 1: Navigate to settings
Go to Settings → Workspace → Location categories.
If your workspace does not have the Location categories feature enabled, you will see an upgrade card on this page. Contact your account manager to enable it.
Step 2: Create a category
Click Add category and enter a name for the category. Category names must be unique within your workspace. You can optionally add a description to help other admins understand how the category should be used.
Step 3: Add values to the category
Once a category has been created, add the individual values that locations can be tagged with. For example, if your category is "Region", you might add values such as "North", "South", "East", and "West". Each value can be assigned a colour to help distinguish it visually in tables and reports.
You can also create new values inline when assigning them to a location — you do not need to pre-configure all values before tagging.
Step 4: Assign values to locations
The Location categories page displays a table of all your locations. Each category appears as a column. Click the cell for a location and category to assign a value. A location can hold one value per category.
To update multiple locations at once, select the relevant rows using the checkboxes and use the bulk assign or bulk unassign options.
Using location categories in reports
In CRM reports (such as occupancy and move-ins/outs), the location selector includes a tab for filtering by category value. Selecting a category value will show aggregated data for all locations tagged with that value. Note that choosing a category value clears any individual location selection, and vice versa.
Using location categories for invoice prefixes
If your workspace uses By category invoice prefix mode (configured in Settings → Workspace → Invoice settings), you must select one location category as the grouping mechanism. Each value in that category can then be assigned its own invoice number prefix. Invoices raised for a location will use the prefix associated with that location's assigned category value.
This feature requires both the Location categories (Pro CRM) and Invoicing (Pro Billing) features to be enabled on your workspace.
Frequently asked questions
Q: Who can access location categories settings? A: Only users with the Admin role can view and manage location categories. Managers and Staff do not have access to this area.
Q: Do I need a specific plan to use location categories? A: Yes. Location categories are part of the Pro CRM plan and must be enabled on your workspace. If you see an upgrade card on the Location categories settings page, the feature is not yet active. Contact your account manager to discuss enabling it.
Q: Can a location be assigned more than one value within the same category? A: No. Each location can hold one value per category. However, a location can have values assigned across multiple different categories simultaneously.
Q: Can I assign values to multiple locations at once? A: Yes. Select multiple locations using the checkboxes in the location categories table, then use the bulk assign option to apply a value to all selected locations in one action.
Q: Can I create new category values on the fly when tagging a location? A: Yes. When assigning a value to a location, you can type a new value name in the dropdown and create it inline without leaving the table.
Q: What happens to existing assignments if I delete a category value? A: Deleting a category value removes it from the system, including any assignments that referenced it. Those locations will then have no value assigned for that category.
Q: Can I use location categories in reports? A: Yes. CRM reports such as occupancy and move-ins/outs support filtering by category value. In the location selector within those reports, switch to the category tab and choose a value to see aggregated data across all locations tagged with it.
Q: How do location categories relate to invoice prefixes? A: If your workspace is configured to use By category invoice prefix mode, Found will use your chosen location category to determine which invoice number prefix to apply. Each value in that category maps to a specific prefix. This requires both the Pro CRM (location categories) and Pro Billing (invoicing) features to be active.
Q: Can managers or staff assign category values to locations? A: No. Only admins can assign, reassign, or remove category values from locations.