Understanding Physical Locations in Forwood One
Introduction
Physical Locations in Forwood One define where your operations take place.
They represent real, geographical sites and are used to manage:
verifications
reporting
user access
compliance activities
Setting up Physical Locations is mandatory for Forwood One portal configuration. Without a clear location structure, users will not be able to complete forms, generate accurate reports, or be assigned to the correct sites.
This guide explains how Physical Locations work, how they are structured, and what is required from clients.
What are Physical Locations?
In Forwood One, Physical Locations represent geographical areas or operational sites, separate from organisational or reporting structures.
Examples of Physical Locations
Mine sites
Ports
Power Stations
Control Centres
Construction Sites
Rail Yards
These locations define where work happens, not how the company is organised.
Physical Location Hierarchy
Physical Locations follow a hierarchical model that allows increasing levels of detail.
Site (Top-Level Location)
Site Level 1
Site Level 2
Site Level X
This structure ensures locations are easy to manage, report on, and link to verifications.
What Physical Locations Are Used For
Physical Locations support several key system functions:
Geographical categorisation
Organises data by physical site, not by business unit.Verification & compliance
Enables site-specific checklists and compliance tracking.Data organisation
Links operational data directly to the correct site.User access management
Controls what users can see and do based on site assignments.
Client Responsibilities
Before Forwood One implementation can proceed, clients must provide:
A complete physical location hierarchy
A list of all operational sites and sub-locations
Approval of the final structure before activation
Ongoing updates for site changes (expansions, closures, modifications)
Delays in providing this information may delay Forwood One deployment.
Site Statuses
Each Physical Location can have one of the following statuses:
Active – Fully visible and usable
Inactive / Historical – No longer used for new data, but still available in reports
Deleted – Fully retired and hidden from all selections and reports
Physical Location Rules
To ensure consistency and data integrity, the following rules apply:
Physical Locations are created by Forwood Support Admins
End users cannot modify site structures
Each site must be linked to an approved company structure level
Sites must follow a strict parent/child hierarchy
Clear and unique site names are required
Hot Tips for Success
Start Small
Begin with a simple structure. Adding locations later is easier than removing them.
Be Consistent
Use clear and standard naming conventions across all sites.
Review Regularly
Keep your location structure aligned with operational changes.
Plan for Growth
Design the hierarchy to support future expansion.
Benefits for Clients
A well-structured Physical Location taxonomy provides:
Accurate, site-based reporting
Clear user access control
Improved compliance and verification tracking
Seamless integration across Forwood One modules
Getting Started with Physical Locations
To begin setting up your Physical Location taxonomy:
Complete the Physical_Location_Master_template.xlsx
Email it to help@forwoodsafety.com
Follow the instructions in the “Instructions” sheet
Ensure all site levels are clearly defined
Work with Forwood to validate and implement the hierarchy in Forwood One
Review and confirm user access based on site assignments
Keep the structure updated as operations evolve
Next Steps
Once your Physical Location taxonomy is approved:
User access will be configured based on site assignments
Verification checklists will be linked to specific site levels
For support, contact:
📩 help@forwoodsafety.com