Step 01
Lock roles
Right people have the right access — nothing more. Inspectors capture, managers review, admins configure billing and portal policy.
Prevents over-broad permissions
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.
- Roles
- 2FA
- Branding
- Defaults
- Pilot building
Guide summary
A clean setup
prevents data drift
Three things to get right in your first hour. Everything else — reports, outputs, billing — stays consistent because these are set correctly from the start.
Step 02
Set policy
2FA and account ownership rules clear before client data enters the system. At least two owner accounts with 2FA enabled at all times.
Enforced from day one
Step 03
Default consistency
Checklists, severity rules, pricing mappings and invoice defaults set once. New inspections start from a clean baseline — no drift across inspectors.
Outputs consistent at scale
Who this is for
Use this checklist
in your first hour
And whenever a new admin joins. Three situations where getting setup right pays off immediately.
Situation 01
New workspace
Review roles, 2FA policy, branding, and defaults early. Start inspecting with presets, then refine after your first building.
Configure roles before first inspection
Set 2FA policy from day one
Confirm defaults, then iterate
Situation 02
New team members
Avoid ad-hoc permissions and shared accounts. Each person gets their own login with the role that matches what they actually do.
Individual logins, no sharing
Role assigned before first access
2FA enrolled at onboarding
Situation 03
Before client rollout
Branding and portal settings consistent across all outputs. Clients should recognise the portal and PDF packs as yours before the first pack is sent.
Logo and colours uploaded
PDF appearance confirmed
Portal settings reviewed
Configuration
Four things to get right
before you start
Roles, security policy, branding, and inspection defaults. Set once — consistent across every inspector, building, and client output.
01 — Roles & access
Assign by what people do
Three role tiers cover every workflow. Inspectors capture on site. Managers review QA and issue outputs. Admins configure settings, billing, and portal policy.
Inspectors: capture door-level findings and evidence
Managers: review QA, oversee progress, issue outputs
Admins/owners: configure settings, billing, client portal policy
Prevents over-broad permissions at scale
02 — 2FA policy
Decide the rule, apply it consistently
2FA is a policy decision, not a suggestion. Choose who must enable it — recommended: all workspace users — and plan for device loss and staff turnover before it happens.
Who must enable 2FA (recommended: all users)
Recovery plan for device loss and leavers
At least two owners with 2FA enabled at all times
Client data and evidence packs need it from day one
03 — Branding
Clients should recognise the output as yours
Branding matters most at handover. Upload your logo, set readable colours for portal and PDF, and confirm PDF appearance before the first client pack goes out.
Upload a clean, high-resolution logo
Choose readable contrasts for portals and PDFs
Review PDF appearance before first client pack
Most teams refine after the first stable workflow
04 — Defaults
Prevent drift across inspectors and sites
Defaults reduce mistakes and make reporting consistent. Set checklist scope, severity rules, pricing mappings, and invoice defaults once so new inspections start correct by default.
Inspection components: stable checklist scope across the team
Severity rules: consistent triage and output labelling
Pricing mappings: tie fail reasons to quote items
Invoice defaults: VAT and deposit rules if billing in-app
Issues appear on the second visit, not the first
Pilot run
One building end-to-end
before rollout
Run a single building through the full workflow. Catch configuration drift early — before it becomes a problem across an estate.
Step 01 — Done
Structure the property
Building, floor, and area model is clear. Stable door IDs are chosen before capture begins so history does not fragment on the second visit.
Building model set
Door IDs stable
02
Step 02 — Active
Capture inspections
Confirm the evidence pack and photo rules on site. Tablet flow, offline drafts, and QA checks run against your agreed definition of done.
On site now
Evidence rules
Photo standards
03
Step 03 — Next
Issue outputs
Generate one PDF pack and review it with your client contact before sending. Confirm branding, severity labelling, and scope coverage look right.
PDF pack
Client review
04
Step 04 — Next
Iterate
Update defaults and naming rules based on what you learned. One building end-to-end catches most configuration drift before it scales.
Refine defaults
Scale ready
Common pitfalls
These don't show up
on day one
They show up on your second visit — when the damage is harder to undo. Four setup mistakes that compound quietly and how to avoid them.
Pitfall 01
Unstable door IDs
Choose a door ID strategy before capture starts. IDs that change between visits break inspection history — door D-001 and FD-01A become two separate records with no shared lineage.
When it shows up
Second site visit
Remedial tracking
Fix: Agree the ID format before the first inspection. Lock it. Never rename active door IDs.
Pitfall 02
Too-broad permissions
Granting admin access to everyone seems harmless at setup. It lets inspectors edit billing, pricing mappings, and portal settings, which makes outputs unpredictable and exposes sensitive data.
When it shows up
First client handover
Staff turnover
Fix: Assign the minimal role that covers what each person does. Audit permissions when team composition changes.
Pitfall 03
No definition of done
Without a shared standard, evidence packs vary between inspectors. One captures four photos per door; another captures one. The output looks inconsistent to the client and QA becomes guesswork.
When it shows up
First QA review
Client pack sign-off
Fix: Agree what counts as a complete inspection before the first building. Write it down and add it to onboarding for new inspectors.
Pitfall 04
Skipping a pilot
Rolling out across an estate without a single end-to-end run means configuration drift multiplies across every building. Issues that take minutes to fix on building one take days to untangle across twenty.
When it shows up
Estate rollout
First portfolio report
Fix: Run one building end-to-end — inspect, output, review — before scaling. One building catches most drift in under a day.
Common questions
Quick answers on ownership,
branding, and setup
Four questions that come up in the first hour. If yours isn't here, the related guides cover edge cases in more detail.
Ownership & access
Choose someone accountable for billing, security policy, and core configuration — checklists, pricing mapping, and branding. This person needs enough operational context to make workspace-level decisions, and should be reachable when settings need to change.
Keep at least two people in the owner or admin role so there's always a fallback for access, billing, and 2FA recovery.
Security & IT overviewYes. Most teams start with a simple logo and colour set, then refine once the first workflow is stable. Branding changes apply immediately to the portal — PDF outputs use the settings at the time they're generated, so always review appearance before issuing a client pack.
Branding setup guideFirst inspection
Four things: roles assigned, a stable door and location naming approach, inspection checklist basics configured, and a plan for how outputs will look. You don't need everything perfect — start inspecting with presets and iterate after your first building.
On-site inspections playbookIf you handle client data and evidence packs — which you will from the first inspection — 2FA is strongly recommended from the start. The practical step: decide the policy (all users, or owners only as a minimum), communicate it, and enrol consistently. Rolling it out later to an active team is harder.
Security & IT overviewQuick facts
Setup at a glance
Minimum owners
2 with 2FA enabled
2FA recommendation
All workspace users
Branding changes
Anytime — portal is immediate
Minimum before first inspection
Roles · Door IDs · Checklist · Output plan
Pilot run
One building end-to-end before scaling
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Inspections
Quotes + RAMS
Remedials
Client portal
PDF exports
Stripe billing