Set Up Your Workspace the Right Way

Decide conventions first

Before importing thousands of records, agree on what counts as a facility, how assets are named, who owns data quality, what your work-order priorities mean, and who can invite users or change billing. Keep facilities clean and recognizable with one record per operational site and consistent naming. The asset register drives most of the app, so for each important asset capture name, facility, location, type, operational status, criticality, and manufacturer, model, or serial when available.

Roles and operational conventions

Before inviting everyone, decide who can create and close work orders, manage PM schedules, edit assets, review reports, and manage billing. Define early what emergency, high, medium, and low priority mean, which requests become work orders immediately, how PM titles and vendors are named, and where documents and photos live. Assign someone to own asset quality, PM setup, user access, and import cleanup.

Recommended order and first-week goal

Create organization basics, add one real facility, define naming conventions, add or import critical assets, create a first work order and PM, then invite the broader team. By week one, aim for a clean facility structure, critical assets loaded, duplicates resolved, a completed work order, PM coverage, tested technician access, and a reviewed dashboard. Avoid inviting everyone into an empty workspace or giving every user admin rights.