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First Steps in Infodeck

After creating your account, follow these steps to configure Infodeck for your organization.

Quick Summary

Add your first Location, register an Asset, invite your Team, then create your first Work Order.

The Setup Process​

Complete these four steps to get Infodeck ready:

1. Add Locations → 2. Register Assets → 3. Build Team → 4. Create Work Orders

Step 1: Add Your First Location​

Locations represent your physical facilities — buildings, floors, and rooms.

Create a Building​

  1. From the left sidebar, click Locations
  2. Click Create Location
  3. Enter:
    • Name: Your building name (e.g., "Corporate HQ")
    • Address: Physical address
  4. Click Create

Add Floors (SubLocations)​

  1. In the location tree, click on your building
  2. Click Create SubLocation
  3. Enter floor name (e.g., "Floor 1 - Lobby")
  4. Click Create
  5. Repeat for each floor

Add Rooms (Zones)​

  1. Click on a floor in the tree
  2. Click Create Zone
  3. Enter room name (e.g., "Conference Room A")
  4. Click Create

Result: Your location hierarchy is ready:

Infodeck locations page showing hierarchical tree structure with buildings, floors, sub-locations and zones, plus form assignment panel
Location hierarchy with buildings, floors, and zones - forms can be assigned to any location level

Step 2: Register Your First Asset​

Assets are the equipment you track and maintain.

Create an Asset Type (Optional)​

If you need a custom category:

  1. Click the Settings gear icon in the sidebar
  2. Select Asset Type
  3. Click Create Asset Type
  4. Enter:
    • Name: Equipment category (e.g., "HVAC Unit")
    • Description: What this type includes
  5. Click Create

Register an Asset​

  1. From the left sidebar, click Asset
  2. Click Create Asset
  3. Enter:
    • Asset Type: Select the equipment type
    • Location: Where the asset is installed
    • Name: Specific identifier (e.g., "AC Unit - Server Room")
  4. Add optional details:
    • Serial number
    • Model
    • Manufacturer
    • Purchase date
  5. Click Create

Result: Your equipment is tracked in Infodeck and ready for work orders.

Step 3: Invite Your Team​

Add team members so they can receive and complete work orders.

Create a Team​

  1. Click the Settings gear icon in the sidebar
  2. Select Teams / Members
  3. Go to the Teams tab
  4. Click Create Teams
  5. Enter:
    • Name: Team name (e.g., "Maintenance Team")
    • Description: Team purpose
  6. Click Create

Invite Users​

  1. In Settings gear → Teams / Members, stay on Users tab
  2. Click Invite Users
  3. Enter:
    • Given Name: First name
    • Family Name: Last name
    • Email: Work email address
    • Teams: Select which team(s)
  4. Click Send Invitation

Result: Your team member receives an email invitation to join.

Step 4: Create Your First Work Order​

Work orders track maintenance tasks from creation to completion.

Create a Work Order​

  1. From the left sidebar, click Work Orders
  2. Click Create Work Order
  3. Enter required fields:
    • Title: Clear description (e.g., "Quarterly HVAC filter replacement")
    • Location: Where work will be performed
    • Priority: Low, Medium, High, or Urgent
  4. Enter optional fields:
    • Assign To: Team or user responsible
    • Due Date: When work should complete
    • Description: Detailed instructions
  5. Click Create

Result: Your first work order is created and assigned!

Real-World Example: Complete Setup Walkthrough​

Situation: ABC Property Management is setting up Infodeck for their shopping mall.

Day 1: Location Setup​

  1. Create top-level location: Riverside Mall
  2. Add sub-locations:
    • Level 1 - Retail
    • Level 2 - Food Court
    • Level 3 - Entertainment
    • Parking Basement
  3. Add zones for key areas:
    • Management Office
    • Central HVAC Room
    • Loading Dock
    • Tenant Space 101-120

Day 2: Asset Registration​

  1. Set up asset types:
    • HVAC Unit
    • Fire Extinguisher
    • Elevator
    • Escalator
  2. Register key assets:
    • Central AHU-01 (HVAC)
    • Elevator 1 - Main Atrium
    • Escalator - North Wing
    • Fire extinguishers (by location)

Day 3: Team Setup​

  1. Create teams:
    • Maintenance Team (HVAC, electrical)
    • Cleaning Team
    • Security Team
  2. Invite team leads:
    • John (Maintenance Manager)
    • Sarah (Cleaning Supervisor)
    • Mike (Security Chief)

Day 4: First Work Orders​

  1. Create preventive maintenance work orders:
    • Monthly HVAC filter inspection
    • Weekly elevator safety check
    • Daily cleaning rounds

Result: Riverside Mall is fully set up in Infodeck with locations, assets, teams, and initial work orders.

What's Next?​

After completing first steps:

FeatureDescriptionGuide
FormsCreate digital checklistsCreate a Form
DashboardsBuild visual displaysCreate a Dashboard
IoT DevicesConnect sensorsRegister IoT Devices
Smart WorkflowsAutomate alertsCreate Smart Workflows

Tips for Success​

Naming Conventions​

Use consistent, descriptive names:

TypeGood ExampleAvoid
LocationBuilding A - Floor 3Bldg A F3
AssetAC Unit - Server Room 301AC1
Work OrderReplace HVAC filter - Room 205HVAC

Start Simple​

  1. Begin with one building/location
  2. Add a few key assets
  3. Create one or two work orders
  4. Expand as you learn the system

Involve Your Team​

  1. Add team members early
  2. Let them explore the interface
  3. Gather feedback on workflow
  4. Adjust setup based on needs

Troubleshooting​

Can't Create Location​

IssueSolution
Button disabledCheck if you've reached plan limit
Permission deniedContact admin for location create permission

Can't Assign Work Order​

IssueSolution
No users availableInvite team members first
User not in dropdownEnsure they've accepted invitation

Asset Type Not Available​

IssueSolution
List is emptyCreate asset types in Settings gear → Asset Type
Missing typeCreate the specific type you need

Need help? Contact Infodeck Support

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