Setting your account up so it still makes sense in a year.

Section 01How to do it

1. 01

   Structure clients and properties honestly

   A client owns properties; a property holds doors and fire stopping items. Where a managing agent acts for a freeholder, decide which one is the client. Then be consistent — mixing the two makes portfolio reporting useless later.

2. 02

   Give people the smallest role that works

   Owner can do everything, including billing and security. Manager runs the day-to-day work. Inspector inspects. Most people are inspectors, and that is fine.

3. 03

   Set your terms and report wording

   Once, in Settings, used on all fifteen document types. Ten minutes here changes how every document you send reads.

4. 04

   Check your prices

   You start with default fixes at typical prices, each as materials plus labour and already linked to every failure reason. Check them on the Pricing page, with your inspection prices, and change what you charge differently. Clients who pay differently get their own prices on their client record.

5. 05

   Decide your two-factor policy

   Requiring it for everyone is one setting. It is far easier to set before people are used to signing in without it.

6. 06

   Pilot on one real building

   Then adjust. Every decision above can be changed; making them all twice is just slower.

Section 02What the app actually does here

• Choose which workspaces you work in when you set up — fire doors, fire stopping and fire risk assessment are all on one subscription
• Guided setup walks a new account through company, work and defaults in one pass, with a preview of your report
• Edit logo trims, crops and rotates your logo, and can make its background see-through
• Choose the Classic or New PDF design. The New design prints every PDF in your brand colour
• Three roles: owner, manager and inspector, each with different access
• An inspector only reaches the inspections, doors, properties and tasks given to them
• Billing and Financials are owner-only; Analytics and Activity are for owners and managers
• The twelve standard inspection components can be changed to match your own method
• Custom forms give each kind of door or item its own checklist — start from a ready-made form or build your own
• 139 wording fields across eight sets control what your documents say
• Choose how capture looks on site: one question per screen, or the whole door on one page
• Use our QR labels, or the labels already on your doors
• Give a client their own prices on their client record, without changing anyone else’s
• Team members can hold their own signature and profile photo, printed on the reports they lead
• The owner can require two-factor authentication for everyone in the account

Section 03What goes wrong

Every one of these has cost somebody real time. They are cheap to avoid and expensive to unwind.

Section 04Questions

Section 05Related