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Managing your Team
Managing your Team

Learn how to manage your entire team and manage multiple regions with our sub-team functionality.

Adelle Naidoo avatar
Written by Adelle Naidoo
Updated over a month ago

You can add additional users to your team, including Administrators, Managers, Clerks/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.

Clerk

Standard Clerks 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 InventoryBase 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:


Customising 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 InventoryBase. 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:

3. Add your Team Name and a description of the team.

Thereafter, click on Create Team:

4. 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 ta 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:

💡 If a user is part of a team, InventoryBase will only display the clerks within their team. However, admins will still have access to view all clerks across the system.

3. Once you select the relevant team, scroll down the page and click on Update User:

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 ideal for larger letting agents and property management firms with multiple levels of management. You can create roles for property-level, branch-level, area-level, region-level, and country-level managers. This helps organise your team more effectively, ensuring that each manager has clear responsibilities. The benefit is improved management, better task delegation, and clearer communication across different levels of the organisation.

1. Navigate to the Team tab at the top of your online dashboard, and click on the Teams tab.

Thereafter, click on the Team you'd like to add the Sub-Team to:

2. Once you've clicked on the team, click on the Sub Teams tab:

3. Click on the Create New Team button:

4. Enter the name and description for the sub-team, then assign it to a Parent Team by clicking the Choose Team button:

5. Once you have assigned the Parent Team to this sub team, click on the Create Team button:

6. Just like advanced teams, you have the ability to assign specific rules to this 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.

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