---
title: Managing Buildings in TroubleTrakkerPRO
description: "## 🏫 Managing Buildings in TroubleTrakkerPRO The **Manage Buildings** section in TroubleTrakkerPRO allows administrators to organize buildings, optional room numbers, building administrators, and automatic technician assignments. This setup helps staff and teachers report problems from the correct location, making ticket…"
url: "https://www.k12usa.com/docs/managing-buildings-in-troubletrakkerpro/"
updated: "2026-05-06"
category: TroubleTrakkerPRO
tags:
  - TroubleTrakkerPRO
---

# Managing Buildings in TroubleTrakkerPRO

## 🏫 Managing Buildings in TroubleTrakkerPRO

The **Manage Buildings** section in TroubleTrakkerPRO allows administrators to organize buildings, optional room numbers, building administrators, and automatic technician assignments.

This setup helps staff and teachers report problems from the correct location, making ticket routing and technician response much more efficient.

---

## 📖 Overview

The **Manage Buildings** section is typically one of the first areas configured during a new TroubleTrakkerPRO setup.

Administrators can:

- ➕ Add buildings
- ✏️ Edit building information
- ❌ Delete buildings
- 🚪 Add optional room numbers
- 👥 Assign building administrators
- ⚙️ Configure automatic ticket assignment rules

Buildings and rooms are used throughout:

- TroubleTrakkerPRO
- WorkTrakkerPRO
- AssetTrakker

  **💡 Tip:** K12USA can bulk import your buildings and room numbers at no additional charge through AssetTrakker.

---

## 🧭 Accessing Manage Buildings

From the left-side navigation menu, go to:

**Manage Buildings**

Available options include:

- Add a New Building
- View/Edit Buildings
- Delete Buildings
- Manage Rooms in Buildings
- Manage Users in Buildings
- Auto Assign Problems to Techs

---

## ➕ Add a New Building

Administrators can manually add school buildings into the system.

Examples may include:

- High School
- Middle School
- Elementary Schools
- Board of Education
- Transportation Department
- Maintenance Building

### 🛠️ To Add a Building

1. Navigate to **Manage Buildings > Add a New Building**.
2. Enter the building name.
3. Optionally enter the address, city, state, and zip code.
4. Click **Add New Building**.

  **📝 Note:** Only the **Building Name** field is required. Building address information is optional and is not required for ticket reporting.

---

## ✏️ View/Edit Buildings

This section allows administrators to modify existing building information.

### 🛠️ To Edit a Building

1. Navigate to **Manage Buildings > View/Edit Buildings**.
2. Click the desired building name.
3. Update the information as needed.
4. Save your changes.

🔎 The search field can be used to quickly locate buildings in larger districts.

---

## ❌ Delete Buildings

This section allows administrators to remove buildings from the system.

### 🛠️ To Delete a Building

1. Navigate to **Manage Buildings > Delete Buildings**.
2. Click the building you wish to remove.
3. Confirm the deletion.

  **⚠️ Important:** Deleting a building may affect existing tickets, user building assignments, auto-assignment rules, and room associations. Always verify that the building is no longer needed before deletion.

---

## 🚪 Manage Rooms in Buildings

Room numbers are optional but highly recommended.

Adding rooms allows staff to report problems from a more specific location, helping technicians respond faster and more accurately.

Examples may include:

- Room 101
- Media Center
- Main Office
- Server Room
- Guidance Office

### 🛠️ To Add Rooms

1. Navigate to **Manage Buildings > Manage Rooms in Buildings**.
2. Select a building.
3. Enter the **Room Name**.
4. Optionally enter a room description.
5. Click **Add a New Room**.

Existing rooms for the building will appear below the entry form.

  **📝 Note:** Schools are not required to use room numbers. Some districts prefer building-only ticket reporting. Rooms can be traditional room numbers or descriptive locations.

---

## 📥 Bulk Importing Buildings and Rooms

K12USA can bulk import buildings, room numbers, and asset information through AssetTrakker.

This integration automatically populates building and room information into:

- TroubleTrakkerPRO
- WorkTrakkerPRO

### 📋 Recommended Import Fields

**Required Fields:**

- Category
- Subcategory
- Item
- Building
- Room
- Asset Tag and/or Serial Number
- Purchase Price
- Quantity

**Optional Fields:**

- Estimated Replacement Cost
- Estimated Market Value
- Custom Field Data

  **💡 Tip:** Purchase Price can default to **$0.00**, and Quantity can default to **1**.

If asset data is not available yet, K12USA can still import building and room structures using placeholder inventory data. Placeholder data can easily be updated or removed later.

---

## 👥 Manage Users in Buildings

This section is primarily used together with the **Building Administrator** permission.

Building Administrators can:

- 👀 View tickets for assigned buildings
- 📧 Receive notifications for assigned buildings
- 🛠️ Manage building-specific ticket activity

This permission is commonly used for:

- Principals
- Assistant Principals
- Supervisors
- Department Heads

  **⚠️ Important:** Simply assigning users to buildings does **not** automatically provide additional access. The user must also belong to a Group with **Building Administrator Permission** enabled.

---

## 🔐 Building Administrator Permission

The **Building Administrator** permission is configured within:

**Manage Groups > View/Edit Groups**

When enabled:

- Users only see tickets for buildings assigned to them
- Notifications are limited to assigned buildings
- Administrative access can be delegated without granting full system-wide permissions

This is a popular setup for principals and building-level administrators.

---

## ⚙️ Auto Assign Problems to Techs

This feature automatically assigns tickets to technicians based on:

- 🏫 Building
- 🧩 Optional Problem Type

### 💡 Example Uses

**Example 1:**

All tickets from **High School** automatically assign to **Technician A**.

**Example 2:**

Only **Chromebook Issues** at **Middle School** automatically assign to **Technician B**.

### 🛠️ Creating Auto Assignment Rules

1. Navigate to **Manage Buildings > Auto Assign Problems to Techs**.
2. Select the Problem Type.
3. Select the Building.
4. Select the Technician.
5. Click **Create New Auto-Assign**.

Existing rules appear below the form.

  **⚠️ Auto Assignment Limitation:** Currently, only **one technician** can be auto-assigned per rule. Multiple technicians cannot be assigned simultaneously.

---

## 💡 Recommended Multi-Tech Strategies

Many districts prefer multiple technicians to receive ticket notifications.

Since only one technician can be auto-assigned, K12USA recommends one of the following approaches.

### 📧 Option 1 — Shared Department Email

Create a shared email address such as:

```
techdept@school.org
```

Then:

- Create a shared technician account
- Configure notifications to that email address

This allows multiple staff members to receive ticket alerts.

### 👨‍💻 Option 2 — Individual Tech Accounts with Shared Notifications

Create separate technician accounts for each staff member, but configure the same notification email address.

Then enable the permission:

**Reassign problem to new tech**

This allows Technician A to receive the ticket initially, while Technician B can reassign the ticket to themselves before completing work reports.

This is a very common setup for collaborative IT departments.

---

## ✅ Best Practices

- ✅ Add all school buildings during initial setup
- ✅ Use room numbers whenever possible
- ✅ Standardize room naming conventions
- ✅ Use Building Administrator permissions for principals and supervisors
- ✅ Use auto-assignment rules to reduce manual ticket routing
- ✅ Consider shared notification strategies for multiple technicians

---

## 🆘 Need Help?

If you need assistance configuring buildings, rooms, bulk imports, permissions, or auto-assignment rules, please contact the K12USA support team.

📧 [support@k12usa.com](mailto:support@k12usa.com)
 📞 [877-225-0100](tel:8772250100)