Setting the workspace up so it still makes sense in a year.
Four decisions, taken at the start, that are cheap now and expensive later: how clients and properties are structured, who gets which role, what your documents say, and what your rates are.
Section 01How to do it
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01
Structure clients and properties honestly
A client owns properties; a property owns doors and penetrations. Where a managing agent acts for a freeholder, decide which one is the client and be consistent — mixing the two is what makes portfolio reporting useless later.
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02
Give people the smallest role that works
Owner can do everything including billing and security. Manager runs the operational side. Inspector captures. Most people are inspectors, and that is fine.
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03
Set your terms and report wording
Once, in Settings, applied to all thirteen document types. Ten minutes here changes how every document you ever send reads.
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04
Load your rates and mapping
Default rates and the fire-door rate card are entered here. The mapping from findings to quoted items exports and re-imports as a CSV, so the long tail can be priced in a spreadsheet.
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05
Decide your 2FA policy
A workspace-wide requirement is one setting, and it is far easier to set before people are used to logging in without it.
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06
Pilot on one real building
Then adjust. Every decision above is reversible; making them all twice is just slower.
Section 02What the app actually does here
- Choose fire doors, fire stopping, or both at onboarding — both are on one subscription
- Three roles: owner, manager and inspector, each with different access
- An inspector only reaches the inspections, doors, properties and tasks assigned to them
- Billing and Financials are owner-only; Analytics and Activity are owner and manager
- The twelve default inspection components can be changed to match your own methodology
- Forty-eight wording fields across six sets control what your documents say
- Team members can hold their own signature and profile photo for sign-off
- A workspace-wide two-factor policy can be enforced by the owner
Section 03What goes wrong
Every one of these has cost somebody real time. They are cheap to avoid and expensive to unwind.
If a new starter cannot work out where a property should go, the structure is wrong. Simpler survives.
It removes the audit value of roles and gives billing access to people who do not want it.
Your reports should sound like your company, not like a template.
You will learn more from one real inspection than from a day of configuration.
Section 04Questions
Q01
Can we change the structure later?
Q02
How many people should we invite at the start?
Q03
Do we need to set rates before the first inspection?
Section 05Related
Guides help. Doing it helps more.
Everything above is checkable inside the trial, on a real building, with nothing held back and no card required.
7-day trial · No card · Cancel anytime