Below is a succinct and sequential step-by-step guide for setting up your projects within Visibuild. Each step is supplemented with links to in-depth articles to provide further detail to get the most out of the platform; allowing you to streamline your QA processes before the shovel hits the ground, and maintain visibility as the project progresses.
Click here to see an itemised summary of specific action items, the rationale behind why they are critical, and thee prerequisite items that must be completed for each step
Click here to see an itemised summary of specific action items, the rationale behind why they are critical, and thee prerequisite items that must be completed for each step
Step | Action Item | Why is This Step Important? | Pre-Requisite |
Step 1 | Invite users & Companies |
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1.1 | Identify the companies and users who will be added to the project. | Ensures the right people can create inspections, review work, and close issues without delay. | None. |
1.2 | Ensure trade partners understand the requirement for using Visibuild. | Provides full transparency on what is required for effective quality management on the project. | None. |
1.3 | Invite all members from your company who need admin access. | Allows the relevant users to manage the project within Visibuild. | 1.1 |
1.4 | Invite the relevant stakeholder companies to the platform using an admin email. | Allows company admins to invite their own members and create their own inspection templates. | 1.1 |
1.5 | Ensure stakeholders have sufficient understanding of the platform and download the mobile app. | Enables users to complete QA out in the field in real-time. | 1.2, 1.4 |
Step 2 | Setting up the Project Location Tree |
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2.1 | Send your project's general arrangement plans to your customer success contact. | Creates a logical location tree that makes it easy to capture data accurately and track progress and issues at every level. | None. |
2.2 | Edit the location tree as required once the framework is imported. | Allows you to identify and organise other location lots for specific quality handling (e.g., pre-commencement for samples, offsite precast checks). | 2.1 |
Step 3A | Setting up project templates |
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3A.1 | Identify the sequence and timeframe of commencing works on site. | Ensures you are proactively establishing quality processes well prior to your quality deadlines. | None. |
3A.2 | Toggle on Template review in settings. | Mandates that all partner company templates are reviewed by project admins before being usable on the project. | None. |
3A.3 | Ensure trade partners are instructed to upload their ITPs for review. | Allows your company to review their quality documentation prior to implementation on site. | 1.4 |
3A.4 | Import HC templates, edit assignees and reviewers to be project-specific, and publish. +1 | Streamlines quality accountability from the beginning of project commencement. | 1.3, 1.4 |
3A.5 | Build missing templates from scratch. | Allows you to create required templates that are not in your company library. | 1.3, 1.4 |
3A.6 | Link subcontractor/consultant templates into a single multi-stakeholder template. | Consolidates multi-trade activities so all trade checks are recorded in one place. | 3A.4, 3A.5 |
Step 3B | Upload Project templates |
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3B.1 | Identify the activities which are commencing and the areas they will occur in. | Allows you to consult with the project team and programme for key dates. | 3A.1 |
3B.2 | Upload the relevant template/inspections into the location prior to work commencing. | Gives stakeholders access to complete required documentation from the beginning of the activity. | 2.2, 3A.4, 3A.5 |
3B.3 | Set due dates for the inspections. | Keeps stakeholders accountable with QA completion. | 3B.2 |
Step 4 | Configure Issue Management & Workflows |
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4.1 | Set a default due date for every issue type. | Keeps stakeholders accountable for closing out their assigned issues on a timely basis. | None. |
4.2 | Create defect rounds according to your defecting process classifications. | Organizes issue management into distinct stages (e.g., General Contractor, Client Walks). | None. |
4.3 | Create issue approval workflows. | Ensures that issues are addressed in accordance with a specific and sequential approval process. | 1.3, 1.4 |
4.4 | Identify company or project specific requirements for raising NCRs. | Establishes clear guidelines for handling incorrect and incomplete works. | None. |
4.5 | Create a non-conformance template containing these requirements. | Allows these requirements to be easily deployed on the project when required. | 4.4 |
Step 5A | Reporting: Set-up Milestones on the Project |
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5A.1 | Define and create a list of the key milestones to track. | Ensures Visi completion is aligned with project progress. | None. |
5A.2 | Add milestones to the relevant inspections/templates. | Indicates that checks should be completed prior to significant program events (e.g., concrete placement). | 3A.4, 3A.5, 5A.1 |
5A.3 | Set due dates for the milestones according to program dates. | Creates an interactive high-level QA and progress report. | 5A.2 |
5A.4 | Create Custom Milestone Tracker Views. | Provides visibility tailored to what the project team or upper management team needs to see. | 5A.3 |
Step 5B | Reporting: Template Trackers |
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5B.1 | Save single template trackers to the favourites bar. | Allows flexible and real-time visibility across inspections, from a birds-eye overview to granular detail. | 3A.4, 3A.5 |
5B.2 | Create custom views for multi-template trackers. | Provides visibility for specific work packages. |
STEP 1: Invite Companies & Users
It is important to onboard the relevant companies and users into your project, so that from the beginning, the right people can create and complete inspections, review work, and close out issues without delay. There is no limit to the amount of companies and members you can add.
Identify the companies and users who will be added to the project, both internally and externally. You will need at least one email contact from each company.
Ensure your stakeholders/trade partners on the project understand the requirement for the use of Visibuild on the project. Visibuild has created a trade partner inclusion document that can be included in the scope of works.
Invite all members from your company who will need access to manage the project within Visibuild. Ensure admin permissions are provided to the relevant users.
Invite the relevant stakeholder companies to the platform. If the company does not exist in the Visibuild directory, you can Invite them to the platform using a company admins email. NOTE: There should be at least one admin for each company in your project. This will allow them to invite members to their company, and create their own inspection templates
Schedule a Visibuild training session with your subcontractors to familiarise them with the platform. Reach out through Intercom or to your CS contact to organise this.
Ensure that stakeholders have sufficient understanding of the platform, so that there is full transparency on what is required for effective quality management on the project. Do not hesitate to ask your customer success contact to run a Visibuild training session with your stakeholders.
It is important that the relevant users download the Visibuild mobile app in order to complete QA out in the field, in real time.
STEP 2: Setting up the project location tree
The location tree is the framework for how inspections, defects, samples, and reports are organised in Visibuild. A well-structured location tree makes it easy for site teams to capture data accurately and for project teams to track progress and issues at every level of the build.
Send your projects general arrangement plans to your customer success contact. They will help create a logical and consistent tree for optimised navigation and QA organisation.
Once the framework of the location tree has been imported, you can edit the tree as required. This can be done by project admins through the project setup page. Or larger edits can be done via CSV and sent through via. the Intercom Chatbox Editing the location tree
Identify what other location lots you may want for quality handling within your project. For instance, a pre-commencement section for samples, design management, etc. Or an offsite location, where individual precast panel checks can be stored and completed. [See more: Examples of different elements and types of project location tree.
STEP 3.1: Setting up project templates
You should have the relevant templates built and published within the project prior to those specific works commencing, whether pre-construction or post-construction. This ensures quality accountability can be streamlined from the beginning of project commencement
Identify the sequence and timeframe of commencing works on site, to ensure that you are proactively establishing your quality processes in Visibuild well prior to your quality deadlines.
In Project setup > Templates > Settings, toggle on Template review. This will mandate all partner company templates to be reviewed by your project admins before being published and usable on the project
Ensure trade partners are instructed to upload their ITPs in accordance with the project requirements, for review by your company prior to implementation on site.
Import the relevant HC templates from your company library. Project setup > Templates → + New template > Import from your company library. Imported templates arrive as Drafts. Edit all assignees, reviewers, viewers, tasks, and required fields, to be project specific. Then Publish — drafts are not available to field users
Build missing templates from scratch as required. There are 2 options when creating templates:
For multi-trade activities (concrete pre-pours, pre-sheet), you can link subcontractor/consultant templates into a single multi-stakeholder template so all trade checks are recorded in one place. [See more: Building a multi-stakeholder template]
TIP: For each template, you can set:
Assignee: Individual or Company responsible for closing tasks.
Reviewers: Person/company that reviews submitted inspection/task/issue.
Viewer: People/companies who need visibility (clients, consultants) without responsibility for closing tasks
STEP 3.2: Upload Project templates
Ensure you upload the published templates into the project, so that stakeholders have access to complete the required documentation from the beginning of the work/activity
Identify the activities which are commencing, and in which areas they will be commencing. Consult with the project team and programme for key dates.
Upload the relevant template/inspections into the location where it is occurring, prior to the activity or work commencing. [See more: Bulk create Visis from template]
Set due dates for the inspections to keep stakeholders accountable with QA completion [See more: How to edit a template]
STEP 4: Configure Issue Management & Workflows
Configure your defects, incorrect, and incomplete works to ensure clear accountability and visibility across all stakeholders on the project, ultimately supercharging your issue management processes.
Set a default due date for every issue type. Ensuring stakeholders are kept accountable for closing out their assigned issues on a timely basis.
Create defect rounds according to the classifications/stages of your defecting process. For instance: General Contractor, Client Walks, Audit, etc.
Create issue approval workflows. This ****ensures that issues are addressed in accordance with a specific and sequential approval process.
Note: Contact your customer success lead for an issue management workshop with all relevant stakeholders, prior to defecting commencing
STEP 5.1: Reporting: Set-up Milestones on the Project
Milestones can be linked to Inspections/tasks that relate to a significant programme event, ensuring Visi completion is aligned with project progress.
Define and create a list of the key milestones you need to track on your project. Common instances include concrete pours, propping removals, pre-sheet checklists, etc.
Add milestones to the relevant inspections/templates. For instance, you can add a milestone for a ‘Concrete Pour’ to the Pre-Pour section within a Suspended Slab inspection. Indicating that all the pre-pour checks should be completed prior to the concrete placement.
Set due dates for the milestones according to corresponding program dates to create an interactive high level QA and progress report
Create Custom Milestone Tracker Views according to the views that the project team, or upper management team would like to see.
STEP 5.2: Reporting: Template Trackers
Single & Multi-template trackers allow flexible and real-time visibility across inspections in the platform, from a birds-eye overview through to granular detail into individual tasks and requirements.
Save single template tracker views to favourites bar depending on which works are occurring
Create specific views within the multi-template tracker to track specific works/packages. For instance, you can select all the different service inspections across only your apartments, and save this as a wall & ceiling sign off tracker.