You can create offices, edit office details, search your office list, review users assigned to each office, and delete offices you no longer need.
Who can use offices?
Offices are available to agency organisations.
You need Organisation Admin access to view and manage offices.
Offices are not available to non-agency organisations or users without Organisation Admin access.
When to use offices
Use Offices when you need to:
Create a central office record for your agency.
Update an office’s name, contact details, address, region, or map coordinates.
Check which users are assigned to an office.
Remove an office from your organisation settings.
How offices work
Offices has two main areas:
Offices index: shows your office list. You can search, sort, paginate, and create a new office.
Office detail page: shows the settings for one office. You can edit main details, location details, assigned users, and delete the office.
When you create a new office, Kato takes you to the office detail page so you can finish adding the full office details.
Each office is managed separately. There are no bulk actions for offices.
Open offices
Go to Organisation Settings.
Select Offices from the sidebar.
If you cannot see Offices, check that you are using an agency organisation and that you have Organisation Admin access.
Create an office
Go to Organisation Settings → Offices.
Select Create new office.
Enter the required details:
Office name
Address line 1
Town/City
Postcode
Add optional address details if needed:
Address line 2
Address line 3
Country
Select Create office.
After Kato creates the office, you’ll see a confirmation message and move to the office detail page. Use this page to add more details, such as phone number, website, email, region, latitude, and longitude.
Edit main office details
Go to Organisation Settings → Offices.
Select the office you want to edit.
In Jump to, select Main. You can also scroll to the Main card.
Edit the details you need:
Name
Phone number
Website
Email
Display name
Select Save changes.
The Name field is required.
Phone numbers can include digits, spaces, and these characters: + - ( ).
Email addresses must use a valid email format.
Custom display names
Use Customise display name if the office should appear with a different display name.
If you clear the custom display name, Kato returns to the default display name behaviour.
Edit office location
Go to Organisation Settings → Offices.
Select the office you want to edit.
In Jump to, select Location. You can also scroll to the Location card.
Edit the location details you need:
Address lines
Town/City
Postcode
Country
Region
Latitude
Longitude
Select Save changes.
Required fields are marked in Kato.
Latitude and longitude must use valid ranges when provided.
View users assigned to an office
Go to Organisation Settings → Offices.
Select the office you want to view.
In Jump to, select Users. You can also scroll to the Users section.
Review the users assigned to the office.
Use search and pagination if the office has many users.
The Users table shows each user’s full name and email address.
In some organisations, selecting a user opens the user drawer. If rows do not open, this option is not available for your organisation.
Delete an office
Deleting an office is permanent.
Go to Organisation Settings → Offices.
Select the office you want to delete.
In Jump to, select Delete Office. You can also scroll to the Delete office section.
Select Delete office.
Confirm the deletion in the modal.
Select Confirm deletion on the final step.
After Kato deletes the office, you return to the Offices index.
Saving changes
The Save changes button becomes available when you change a field on the office detail page.
Select Save changes in the card you have edited to save that section.
If you try to leave the office detail page with unsaved edits, Kato shows an Unsaved changes message. Select Leave to discard your changes, or Cancel to stay on the page.
What your changes affect
Changes update the office record in Organisation Settings.
Troubleshooting
Issue | What it means | What to do |
You cannot see Offices in Organisation Settings | Offices may not be available for your organisation, or you may not have Organisation Admin access. | Check that you are in an agency organisation and have Organisation Admin access. |
You cannot create or save an office | One or more required fields may be missing or invalid. | Check the required fields and fix any validation messages shown in Kato. |
The email address will not save | The email field needs a valid email format. | Enter a valid email address, then save again. |
The phone number will not save | Phone numbers can only include digits, spaces, and | Remove any unsupported characters, then save again. |
Latitude or longitude will not save | The coordinates must be within valid ranges. | Check the coordinates and save again. |
A duplicate office name error appears | An office with the same name already exists for your organisation. | Use a unique office name. [NEEDS CONFIRMATION: Confirm the exact duplicate office name error text.] |
Rows in the Users section do not open | The user drawer may not be available for your organisation. | Use the Users section to review assigned users. [NEEDS LINK: Add related guide for managing users once confirmed.] |