🏫 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

🧭 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.

✏️ 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.

🚪 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.

📥 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

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

🔐 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.

💡 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
📞 877-225-0100