How to Set Up Your Company Profile and Team in Built Simple: Complete Setup Guide

Setting up your company profile in Built Simple is essential for professional project management and team collaboration. This guide covers everything from basic company information to advanced team permissions, integrations, and workflow customisation to get your construction business up and running efficiently.

For on-site setup and team access, see [How to Use Built Simple Mobile App On-Site: Field Worker’s Complete Guide].

Why Company Setup Matters

A properly configured company profile:

• Displays your brand on all estimates, invoices, and documents
• Establishes professional identity for clients and partners
• Enables seamless team collaboration across projects
• Sets default preferences for project templates and schedules
• Ensures compliance with subscription limits

Step-by-Step Company Setup

Step 1: Access Company Settings

1. Log in to Built Simple as an administrator
   
2. Navigate to Settings (gear icon)
3. Select Company Settings from the menu

Step 2: Enter Company Information

Basic Details

• Company Name: Official registered business name
• Trading Name: Optional if different from company name
• ABN/Tax ID: Your business registration number
• Company Type: Builder, Contractor, Subcontractor, Consultant

Contact Information

• Main Office Address: Primary business location
• Phone Number: Main contact number
• Email: General company email for client communication
• Website: URL to your company website

Business Details

• Industry Focus: Residential, Commercial, Renovations, Civil Works, Specialised Trades
• Company Size: Number of employees
• Years in Business: Establish credibility and trust

Step 3: Upload Company Branding

1. Company Logo
   
   • Recommended size: 500x200px
   • Formats: PNG or JPG
   • Appears on all documents and reports
2. Brand Colours: Set primary and secondary colours
3. Document Templates: Customise headers, footers, and layout

Step 4: Configure Company Preferences

Schedule Settings

• Working Days: Define standard work week
• Working Hours: Default start and end times
• Holidays: Add company-wide holidays
• Time Zone: Set local time zone for projects

Project Defaults

• Default Project Type: Most common project type
• Standard Phases: Create template project phases
• Common Categories: Set up work categories for tasks and estimates
• Markup Percentages: Default profit margins for estimates

Document Settings

• Estimate Format: Choose layout style
• Invoice Terms: Set default payment terms
• Email Templates: Customise automated messages
• File Naming: Set naming conventions for easy organisation

Step 5: Set Up Team Structure

Create Divisions/Departments

1. Click Divisions tab
2. Add a division for each department, e.g.:
   • Residential
   • Commercial
   • Maintenance
   • Administration

Define User Roles

1. Navigate to User Roles
   
2. Create custom roles:
   • Project Manager: Full project access
   • Site Supervisor: Field management access
   • Estimator: Access to estimating tools
   • Accountant: Financial and reporting access
   • Tradesperson: Limited task updates

Step 6: Invite Team Members

Add Internal Staff

1. Go to Team → Invite Members
   
2. Enter details for each member:
   • Full Name
   • Email Address
   • Mobile Number
   • Role/Position
   • Division Assignment

To extend collaboration beyond internal staff, see [How to Invite Subcontractors to Your Built Simple Projects: Complete Step-by-Step Guide].

Set Permissions

• Project Access: All projects or assigned projects only
• Feature Access: Estimates, schedules, financials, client info
• Action Permissions: Edit/delete rights, approval authority, document access

Step 7: Configure Integrations

• Accounting Software: Connect Xero, MYOB, QuickBooks
• Email: Set up forwarding and notifications
• Calendar: Sync with Google Calendar or Outlook
• Storage: Link cloud storage accounts

Step 8: Set Up Notification Preferences

Company-Wide Notifications

• Schedule changes
• Document uploads
• Task completions
• Payment milestones

Individual Preferences

Allow team members to customise:

• Email frequency
• Push notifications
• SMS alerts
• In-app notifications

Step 9: Establish Security Settings

• Password Requirements: Length, complexity, expiration
• Two-Factor Authentication (2FA): Optional or required
• Session Timeout: Automatic logout
• IP Restrictions: Limit access by location (optional)

Step 10: Review and Save

1. Preview how company info appears on documents
2. Test document generation with logo and templates
3. Verify all settings
4. Click Save Company Settings
   

Team Management Best Practices

Organising Your Team

By Role

• Management: Full system access
• Field Staff: Mobile app focus
• Office Staff: Web app users
• Contractors: Limited project access

By Permission Level

• Administrators: System-wide control
• Managers: Project creation and management
• Users: Task execution
• Viewers: Read-only access

Onboarding New Team Members

1. Send welcome email with login instructions
2. Provide role-specific training:
   • Quick start guide
   • Video tutorials
   • Mentoring for first week
3. Schedule check-in after first project

Subscription Management

Understanding Your Plan Limits

• Tradie Plan: Up to 5 users
• Builder Plan: Up to 20 users
• Enterprise Plan: Unlimited users

Managing User Seats

• View active users in Subscription Settings
  
• Deactivate unused accounts
• Upgrade plan when needed
• Archive former employees

Common Setup Mistakes to Avoid

1. Incomplete company info
2. Generic roles
3. Over-permissioning users
4. Missing branding/logo
5. Skipping team training

Troubleshooting

Can’t Save Company Settings

• Complete all required fields
• Check logo file size (max 5MB)
• Confirm admin permissions

Team Members Can’t Log In

• Check invitation email and spam folders
• Resend invitation if needed
• Verify email addresses

Permission Issues

• Review role assignments and division access
• Confirm project permissions
• Contact admin for changes

Advanced Tips

Custom Fields

• Add company-specific fields
• Create custom categories
• Set up specialised workflows

Automation Rules

• Auto-assign team members by project type
• Set up approval workflows
• Notification triggers

Reporting Structure

• Define reporting hierarchies
• Approval chains for tasks and projects
• Accountability workflows

Next Steps

With your company profile complete:

1. Create your first project
   
2. Set up project templates
   
3. Configure document templates
   
4. Import existing data
   

“For a detailed walkthrough, refer to [How to Create Your First Construction Project in Built Simple: Step-by-Step Guide].

Need Assistance?

• Help Center: help.builtsimple.com
• Support Email: [email protected]
• Guides & Tutorials
• Community Forum: Share tips with other builders