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Resources • setup • roles • 2FA
Workspace setup checklist for roles, 2FA and defaults
A first-hour checklist to keep your workspace clean: roles, 2FA policy, branding, and defaults that make inspections and outputs consistent.
- Setup
- Roles
- 2FA
- Branding
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Guide summary
Set policy
2FA + account ownership rules are clear.
Default consistency
Checklists, outputs, and billing start “correct by default”.
Who this is for / when to use it
Use this checklist in your first hour (and whenever a new admin joins) to keep the workspace consistent.
- New workspace: review roles, 2FA policy, branding, and defaults early — you can start inspecting with starter presets, then refine after your first building.
- New team members: avoid ad-hoc permissions and shared accounts.
- Before client rollout: branding + portal settings are consistent across all outputs.
Roles and access model
Assign roles based on what people do: on-site capture, office ops, approvals, and billing.
- Inspectors: capture door-level findings and evidence.
- Managers: review QA, oversee progress, issue outputs.
- Admins/owners: configure settings, billing, client portal policy.
2FA policy + recovery expectations
2FA is a policy decision: choose your rule and apply it consistently.
- Policy: who must enable 2FA (recommended: all workspace users).
- Recovery: plan for device loss and staff turnover.
- Owner accounts: keep at least two owners/admins with 2FA enabled.
Branding (logo, colours, PDFs, portal styling)
Branding matters most at handover: clients should recognise the portal and outputs as “yours”.
- Logo: upload a clean, high-resolution logo.
- Colours: choose readable contrasts for portals and PDFs.
- Outputs: confirm PDF appearance before you send the first client pack.
Defaults that prevent drift
Defaults reduce mistakes and make reporting consistent across different inspectors.
- Inspection components: keep checklist scope stable across the team.
- Severity rules: define how severity is used for triage and outputs.
- Pricing mappings: tie common fail reasons to quote items if you quote from findings.
- Invoice defaults: VAT/deposit defaults if you invoice from the system.
Pilot building checklist
Run one building end-to-end before rolling out to an estate.
- Structure the property: building/floor/area model is clear.
- Capture inspections: confirm the evidence pack and photo rules.
- Issue outputs: generate one PDF pack and review it with your client contact.
- Iterate: update defaults and naming rules based on what you learned.
Common pitfalls (setup and rollout)
These issues don’t show up on day one — they show up on your second visit.
- Unstable door IDs: choose a door ID strategy early so history doesn’t fragment.
- Too-broad permissions: use roles so sensitive outputs and billing don’t become “everyone can edit”.
- No “definition of done”: agree what evidence counts as complete before issuing packs.
- Skipping a pilot: one building end-to-end catches most configuration drift.
Common questions
Quick answers on ownership, branding, and minimum setup.
Who should be the workspace owner?
Choose someone accountable for billing, security policy (like 2FA), and core configuration (checklists, pricing mapping, branding).
Can we change branding later?
Yes. Most teams start with a simple logo and colours, then refine once the first workflow is stable.
What’s the minimum setup before the first inspection?
Roles, a stable door/location approach, inspection checklist basics, and a plan for outputs. You can iterate after your first building.
Do we need 2FA from day one?
If you handle client data and evidence packs, 2FA is strongly recommended. Decide your policy and roll it out consistently.
Next step
Set up once, then scale cleanly.
Run your first building, confirm defaults, and avoid drift across inspectors and sites.