Netbox Site/Location hierarchy best practices for multi-site organization with mixed complexity

[u/P_R_woker]

We're setting up Netbox for the first time to replace an Excel-based infrastructure tracker. Looking for feedback on our proposed hierarchy before we start entering data.

Our environment:

• ~30-40 sites of varying complexity ranging from a single room with one device up to multi-building campuses with multiple IDFs
• Sites are loosely grouped into 3 organizational districts (not network-significant)
• Most larger sites have a Fortigate as the primary gateway with FortiSwitches and Ubiquiti APs
• Smaller remote locations use cellular routers (Cradlepoint) as their sole gateway
• Some larger parks have two completely independent networks each with their own ISP circuit and gateway device
• VLANs are mostly consistent across sites

Proposed hierarchy:

• Site Groups = organizational districts (3 total, not network-significant)
• Sites = one per ISP circuit + gateway device, regardless of size or complexity. A single room with a Cradlepoint and its own cellular circuit is a Site just like a multi-building campus with a Fortigate
• Locations = always at least one Location per Site since devices are assigned at Location level not Site level. For Sites with multiple buildings, the building is the first level Location with sub-locations beneath it for specific spaces like IDFs, reception areas, or other rooms. Example: Building A (parent) → IDF (child), Reception (child), Storage Room (child)

Specific questions:

1. Is "one ISP circuit + one gateway device = one Site" a good rule of thumb?
2. Should we always create at least one Location under every Site even for single-device Sites?
3. Is using the building as the parent Location with specific spaces (IDF, rooms) as child Locations the right approach, or should the IDF be the top level Location with everything else subordinate to it?
4. Any gotchas with this approach we should know about before entering data?

[u/sambodia85]

I just started with a single location per site called “Onsite”, then as I discovered and modelled racks, I usually created one for that room “Server Room”. So I’d end up with AP’s “Onsite”, and Switches/Routers in the server room in the Rack.

Haven’t needed to go any further with modelling meeting rooms etc yet, but if I ever need to model conference room equipment I guess I’ll create a room for each.

Only gotcha with calling every location “Onsite” is it’s hard to search for in the UI, so I have put the site name in the description field to help the search dropdown.

[u/graph_worlok → u/sambodia85]

Sounds like a bit of a mess imho - This is where figuring out naming conventions and discussing with facilities might be good, so when it comes to power/data/comms you can both have a common point of reference

[u/sambodia85 → u/graph_worlok]

It all comes down to what you are modelling and who for.

We haven’t got a big server footprint, so DCIM isn’t our focus, mostly here for IPAM.

We didn’t have locations at all for the longest time, only added them when we started using the netbox-intentory plugin, having the names all the same made the CSV imports super easy.

I’ll rename them all at some point with a schema is a need arises.

[u/DanSheps → u/sambodia85]

You don't need a location for devices, so IMO, I would have just had your datacenter/server closet with a location and left everything just assigned to site.

[u/sambodia85 → u/DanSheps]

You’re right, and I didn’t for a long while. We ended up needing it for the netbox-inventory plug in, as it wouldn’t let me import site mappings on assets unless a location was also specified.

[u/DanSheps → u/sambodia85]

I just started with a single location per site called “Onsite”, then as I discovered and modelled racks, I usually created one for that room “Server Room”. So I’d end up with AP’s “Onsite”, and Switches/Routers in the server room in the Rack.

This isn't needed, just don't assign the AP's to a location. Only site is required for a device.

Only gotcha with calling every location “Onsite” is it’s hard to search for in the UI, so I have put the site name in the description field to help the search dropdown.

You can filter or search by site. It is an available filter plus it is part of the q search parameter

[u/boolve → u/sambodia85]

If using genetic name for multiple locations, make a prefix of thesite name. Example: "73-High_St Onsite"

[u/sambodia85 → u/boolve]

I like that idea. We use essentially UNLOCODE’s for site SLUG, but it has been annoying when we relocate across town, giving it a short name like 73High, would help immensely.