How to Set Up Your Workspaces
Setting Up Your InspectorPrime Workspaces
Your InspectorPrime system is delivered in a single Airtable workspace. However, your Business plan allows you to create multiple workspaces, which is essential for organizing your operations.
Organizing Your Workspaces
We recommend creating separate workspaces based on your firm's needs.
By Inspection Type: If you conduct both residential and commercial inspections, we recommend setting up a "Residential" workspace and a separate "Commercial" workspace.
Organizing InspectorPrime Office: Here are our recommendations for setting up your InspectorPrime Office system:
Use a Dedicated Workspace: We recommend keeping your InspectorPrime Office system in its own separate workspace. Do not combine it with your residential or commercial inspection workspaces.
For Separate Business Operations: If you run your residential and commercial inspections as two distinct businesses (e.g., under different names or brands), you should create two separate instances of InspectorPrime Office, one for each operation. Keep both instances in the same workspace for ease of use.
For High-Volume Firms: A single workspace has a 500-inspection limit. If you are conducting several hundred inspections per month/year, we strongly recommend proactively creating multiple workspaces for the current year (e.g., "2024 Inspections Q1," "2024 Inspections Q2") to avoid workflow interruptions.
Should you reach the 500-inspection limit, simply create a new workspace, copy your master template over, and continue your work.
Adding Your Team (Collaborators)
Once your workspaces are created, you can invite your team. See How to Add Users. Be sure to add your inspectors or office staff as collaborators to each workspace they need to access. This gives them access to the master templates and allows them to manage inspection data.
Your Daily Inspection Workflow
Inside each workspace, you will have your master template (e.g., "InspectorPrime Residential Master").
Pin Your Template: We suggest you "star" or pin this master template to the top of your workspace for easy access.
Duplicate for Each Inspection: For each new property you inspect, do not work directly in the master. Instead, duplicate the master template.
Use These Settings: When duplicating, a settings box will appear. You must use these settings:
"Duplicate Records": Check this ON.
"Duplicate Comments": Check this OFF.
Name Your Inspection: Name the newly duplicated base (which is your new inspection file) with the address of the property (e.g., "123 Main Street").
Step-by-Step Instructions
This guide provides a straightforward approach to setting up your workspaces efficiently, ensuring you can organize your projects effectively. By following the simple steps outlined, you can create a workspace tailored to your specific needs, such as "Prime Inspections LLC | Commercial (2025)."
Tip: When you first receive your InspectorPrime system(s), you'll have only a single workspace. We recommend creating up to two additional workspaces: one for your commercial inspections and one for your residential inspections. Each workspace can hold up to 500 inspections. When you have reached that limit, simply create a new workspace and label it as appropriate. You may want to consider creating a workspace for each year or even each quarter, depending on how many inspections you perform over those periods of time.
Step 1: Create a New Workspace
To quickly create a workspace, navigate to your Airtable homepage and click the button to add a new workspace.
Step 2: Name and Organize Your Workspace
Name your workspace, then move the appropriate InspectorPrime system into the workspace. We recommend pinning your reporting system templates so that they remain at the top of your workspace for easy duplication.