You can add additional users to your team, including Administrators, Managers, Inspectors, and Typists. This flexibility allows you to assign specific roles and responsibilities based on each team member’s expertise, improving overall workflow and efficiency. By expanding your team, you can ensure that tasks are managed effectively, inspections are carried out promptly, and the right people have access to the right information, all of which contribute to smoother operations and better service delivery.
Adding Users to Your Team
You have the ability to add more users to your team, allowing for greater flexibility, improved collaboration, and more efficient task management across your properties and inspections.
1. Navigate to the Team tab at the top of your online dashboard, and click on the Add New User button.
2. The first step is to select the type of user profile you want to assign to the new team member:
Profile Type | Capability |
Admin | Admins have full access to all areas of the system, like managing settings, clients and other users. |
Manager | Managers have access to all properties, inspections, users, and clients. |
Inspector | Standard Inspectors are limited to being able to see and manage inspections assigned to them. |
Typist | Typists are limited to only being able to access and update inspections in the Processing stage. |
3. Enter the new team member's information, making sure to include their name and email address, as these are required fields.
💡 We recommend providing as much additional information as possible to fully integrate with other Property Inspect features, such as scheduling.
4. You can choose to untick the Send Login Details option if you prefer not to send the new team member their username and password right away:
5. Once all the information is entered, click Create User to add the new team member:
Editing User Details
1. If you need to update a user's details, navigate to the Team tab, and click on the user in the list.
2. Click on the Edit User button at the right side of the screen.
Adding Initials to Your Team Members' Profiles
You can add specific initials to a team member's profile for easier identification on your calendar. Our system automatically generates and displays the initials (first letter of the first name and surname) of each team member alongside their inspections, helping you quickly manage and organise your account calendar.
1. Navigate to the Teams tab on your online dashboard. Add a New User, or edit the details of an existing user.
When you start typing out the name, the system will automatically input the initials:
2. If you would like to customise the initials for a user, you can add up to 4-characters in the initials block:
💡 In some cases, large teams may have more than one member with the same initials (e.g., Kevin Samuel and Karen Smith).
To make identification easier, you now have the option to add custom initials to each team member’s profile, ensuring they are clearly identifiable on your calendar.
3. The initials of the user will appear on the Calendar view of your inspections for easier identification:
Customizing Data Fields for Team Users
To enable this feature, please contact Support. If you would like to make any data fields mandatory (meaning the user must fill them out in order to save or update), you can request this as well.
1. Navigate to the user profile and scroll down the page. On the left side, you will see the option to Create New Field.
2. To add a new field, click on the Manage button and create your specific field.
3. Any custom fields added to the User's profile will be displayed on the right side panel of the User's Info tab.
Advanced Teams
Our new advanced teams module allows you to set up regional hubs, departments for specific inspections, or managers for particular clients. By creating user groups and assigning team members, you can control what each member can see and receive notifications for within Property Inspect. This feature helps improve organisation, streamline workflows, and ensure that the right people are only accessing the relevant information, leading to more efficient management and communication across your team.
1. Navigate to the Team tab at the top of your online dashboard, and click on the Teams tab.
2. Click on Create New Team. Add your Team Name and a description of the team.
Thereafter, click on Create Team.
3. After creating your team, you can set specific rules to apply to that team.
You can add the following Team Rules:
Inspection Type | Only allow access to specific inspection types. |
Address City | Allow access to addresses where the city matches, e.g., Watford |
Address County | Allow access to addresses where the county matches, e.g., Hertfordshire |
Address Country | Allow access to addresses where the country matches, e.g., United Kingdom |
Address Post Code | Allow access to addresses where the start of the postcode matches, e.g., SG or SG1 |
Client | Allow access to specific clients. |
Tag Rules | Allow access to inspections and properties with specific tags. |
💡 You can add as many rules as needed.
If you make a mistake, simply delete the rule by clicking the bin icon.
5. Once you had added the relevant team rules, click on the View All Teams button.
6. You will then see the list of all the teams you created.
Adding a User to an Advanced Team
1. Navigate to a User's profile, and click on Edit User.
2. Scroll down the page to Workflow Settings, and click on the Choose Team button. Once you select the relevant team, scroll down the page and click on Update User.
💡 NOTE: If a user is part of a team, Property Inspect will only display the inspectors within their team. However, admins will still have access to view all inspectors across the system.
ℹ️ Our Advanced Teams feature also gives you a quick look at how many team members are assigned to each team.
Setting up Sub-Teams
The Sub-Teams feature is designed for larger organisations with multiple levels of management. It allows you to structure your team into different layers, such as property, branch, area, region, or country level.
This helps improve organisation, delegation, and visibility across your team, ensuring the right people have access to the right responsibilities.
1. Go to the Team tab at the top of your dashboard
2. Click on Teams
3. Select the team you want to add a sub-team to
4. Click on the Sub Teams tab
5. Click Create New Team
6. Enter the following details:
Team Name
Description
7. Assign a Parent Team by clicking Choose Team
8. Once everything is set, click Create Team
Assigning Team Rules
Just like advanced teams, you can assign specific rules to your sub-team to control how it operates.
This allows you to manage permissions, responsibilities, and workflows at different levels within your organisation.
You can add the following Team Rules:
Inspection Type | Only allow access to specific inspection types. |
Address City | Allow access to addresses where the city matches, e.g., Watford |
Address County | Allow access to addresses where the county matches, e.g., Hertfordshire |
Address Country | Allow access to addresses where the country matches, e.g., United Kingdom |
Address Post Code | Allow access to addresses where the start of the postcode matches, e.g., SG or SG1 |
Client | Allow access to specific clients. |
Tag Rules | Allow access to inspections and properties with specific tags. |