Setting up your team’s portfolio

If you’re new to myInspections on our Manager or Team plan, getting the right setup from day one really helps. Having your templates and properties ready before inviting the rest of your team makes it easier for them to get started and helps keep inspections consistent across the whole portfolio.

This guide will walk you through the setup order I recommend for teams on the Manager or Team plan.

Create checklist templates - These define what gets checked in each room or area.
Group checklists into property templates - This becomes the blueprint for your inspections.
Add properties in bulk - Apply templates as you import so every inspection starts consistent.
Set up branding - Update your portfolio name and upload your logo for reports.
Invite your team and assign properties - Control who sees and inspects what.

This order means your properties are built on templates, not patched together inspection by inspection. It also makes the both the checklist property templates available to you and your team when you are out doing an inspection.

If you need to add extra areas, or even create an entirely new property, you can do it using a template so the inspection stays consistent with the rest of the portfolio.

You don’t need to get everything perfect on day one. The goal is to create a solid base that’s easy to build on later.

Let’s start with the foundation of every inspection: checklist templates.

📹 Watch the full tutorial video here, then follow along with the step-by-step guide.

Step 1: Create checklist templates

📹 Watch how to setup checklist templates here

Start by making checklist templates for each area that you expect to appear on an inspection report. Checklists appear inside each area or room of an inspection and act as a reminder of the key items that need to be checked.

Here’s how it is done:

Navigate to Checklist Templates on your myInspections web dashboard
Click New +
Name the checklist template
Add the items to be checked in this area
Save the checklist

It is easy to make changes to a template later, so don’t worry if you forget something the first time around.

Before creating templates, it helps to think through what areas are typically included in an inspection and what needs to be checked in each one.

For example, I am setting up a portfolio Donna, who manages a mix of residential and retail properties. She will need a property template for both Residential and Retail properties.

myInspections comes preloaded with checklist templates for common residential areas. Using these makes setting up super fast.

For residential inspections, she’ll need checklists for common areas like Kitchens, Lounges, Bathrooms and Bedrooms, as well as a custom checklist for items like Keys and Remotes.

Donna’s retail inspections will need checklists for the Exterior, Shop floor, Store room, Dock, Office, Staff room, Bathroom and Fire system

I make sure all of these checklist templates are set up before moving on to creating property templates.

Now that your checklist templates are in place, they can be used to build your property templates and are also available directly in the app.

This means that if you’re out on an inspection and need to add another bathroom or area, you can simply load the checklist template instead of manually entering each item. This keeps inspections consistent across all properties and saves your team time on site.

Step 2: Create property templates

📹 Watch how to setup property templates here

Once your checklist templates are set up, the next step is to group them together into property templates.

A property template defines the layout of a property and which checklist is used in each area. When a template is applied to a property, all of the areas and checklists are created for you automatically. This ensures that every inspection starts with the same structure, no matter who on your team is doing it.

Setting up property templates is simple:

Navigate to Property templates on your myInspections web dashboard
Click New +
Name the property template
Add areas manually or import your checklist templates

Just like checklist templates, property templates can be edited later, so don’t worry about getting everything perfect the first time.

Before creating property templates, it helps to think about the different property types in your portfolio and how their layouts usually differ.

Let’s return to our example of Donna’s portfolio. She manages a mix of residential and retail properties, so she creates separate property templates for each.

For residential inspections, she creates a Residential Standard template with areas like Kitchen, Lounge, Bedrooms, Bathrooms and Exterior, importing the preloaded myInspections checklists along with the Keys and Remotes checklist she created in Step 1.

For retail inspections, she creates a Retail Standard template by importing checklists she created in Step 1 for Exterior, Shop Floor, Store Room, Dock, Office, Staff Room and Fire System.

By setting these templates up once, Donna can easily switch between templates during an inspection and apply them in bulk when creating properties. This speeds up setup and ensures every inspection follows the same structure.

With property templates in place, adding properties in bulk becomes fast and consistent.

Step 3: Add your properties

📹 Watch how to add properties with templates here

With your templates in place it’s time to add properties to your portfolio.

You can add properties in the app while out on an inspection, but during setup it’s best to add them in advance on the web dashboard, where you can create properties one at a time or in bulk.

Adding single properties

Navigate to the Properties on your myInspections web dashboard
Click New +
Name the property with an address or a custom name
Apply the property template

Adding multiple properties

During setup, it’s common to have a large list of properties to add. You can bulk create properties using the import option on the web dashboard.

Navigate to the Properties on your myInspections web dashboard
Click New +
Click Import multiple
Select a property template
Name properties with an address or a custom name (click + Add another property or pressing enter to create a new row)
Click Import Properties

Need help? If you have a large portfolio we will be happy to import it for you. Email us at hello@myinspections.com with a spreadsheet of property names and the related template.

In Donna’s case, this means first adding her residential properties using the Residential Standard template, followed by her retail properties using the Retail Standard template. This ensures each property is set up correctly from the start, without needing manual changes later.

Pretty simple. Once your properties are in place and templates are assigned, the final step is to set up your branding before inviting the rest of the team.

Next, we’ll finalise your branding so reports look professional before your team starts inspecting.

Step 4: Branding

📹 Watch how to add branding and team members here

With your templates set up and properties imported now is a good time to make sure your branding is in place. This ensures reports look professional and are instantly recognisable to property owners and tenants.

Adding your brand to your reports is easy. Head to the Branding page on the web dashboard, where you can update your company name and upload a logo to appear on all reports.

Adding your brand

Navigate to Branding on your myInspections web dashboard
Enter and save your company name
Upload a logo to appear on your reports

For best results, use a square image with a minimum size of 256 × 256 pixels. Logos are displayed on a white background, so predominantly white logos may not be clearly visible.

With branding in place, the final step is to invite your team and control who can access each property.

Step 5: Team

The final step is to invite your team. This is done in the Team section of the web dashboard, where you can invite users by email and set their permission level. You can change permissions at any time.

There are three levels of user permissions:

Inspector - Inspectors have the lowest level of access. They can view and perform inspections only properties assigned to them.
Teammate - The teammate role is ideal for most users. They can view and perform inspections on all properties and assign properties to other users.
Admin - Admins have full access. They can manage team members and billing, and view and perform inspections on all properties.

Giving users the correct permissions helps your team focus on the properties relevant to them and improves client privacy by ensuring only the right people have access to inspections.

Adding a team member

Navigate to Team on your myInspections web dashboard
Enter the team member’s name and email address
Choose their role to set the appropriate level of access
Click invite

The invited team member will receive an email with a unique link. Following this link allows them to create a new account or, if they already have one, gain access to your portfolio.

Users who are part of more than one portfolio can switch between portfolios in both the app and on the website. Find out how..

All new team members will receive a welcome message from us. If you’d like to help them get started with inspections, here’s a quick guide you can share with them.

Setting up your team’s portfolio

Step 1: Create checklist templates

Step 2: Create property templates

Step 3: Add your properties

Adding single properties

Adding multiple properties

Step 4: Branding

Adding your brand

Step 5: Team

Adding a team member

More resources

Improved inspection frequency controls

Balancing empathy and accuracy

Lighting, leaks, and latches: The 3 L’s every inspector should check twice

Using video walkthroughs to capture what photos can’t

Ready to dive in?