Admin quickstart

Stand up the portal around the real work first.

Deucalion works best when the office team treats the admin portal as the operational source of truth for site setup, scheduling, output review, and commercial follow-on.

Audience

Owners, org admins, schedulers, and coordinators running delivery from the office.

Before you start

You need an admin login, your organization details, and enough site information to create the first visit.

Expected outcome

One site is live, an inspection is assigned, and the team knows where to watch status and outputs.

Availability note

This public guide covers customer-facing admin workspaces only. Platform-only pages such as App Versions, Audit Log, Knowledge Base, AI Ops, and Embed Ops are intentionally excluded.

Open the right workspaces first

Sign in to the admin portal and start on Dashboard for queue health, workload, and quick links into the most active desks.
Open Organization and confirm the organization name exactly as it should appear in shared outputs such as reports and exports.
Confirm who needs portal access. Owners and admins should be invited before the first live rollout so scheduling and report review are not bottlenecked through one person.

Create the operational record

Use Sites to create the building record with address, building context, contacts, and notes that engineers will rely on later.
Add the relevant systems under the site so the inspection scope is attached to the right service line.
Add or import the first assets when you have them. A clean asset register improves checklist relevance, defect context, and export quality.
If commercial ownership lives elsewhere, link the site to the right CRM/customer record instead of carrying that context in free text only.

Deucalion admin Sites page — **Sites**
Start here when you are establishing the estate register and site context.

Deucalion admin Organization page — **Organization**
Confirm the shared identity and team access before outputs start leaving the platform.

Assign the first visit

Open Scheduling or Inspections and create the inspection against the correct site, system, industry, and inspection type.
Assign the engineer who will carry out the visit and check the planned date and window before saving.
Return to Scheduling to confirm the visit is visible in the planner and not colliding with other committed work.
Use Dashboard and Inspections as the main places to watch whether the visit is pending, in progress, or complete.

Deucalion admin Scheduling page — **Scheduling**
Keep the planner as the operational truth for assignment and timing.

Deucalion admin Inspections page — **Inspections**
Use this desk to monitor visit status and jump into completed inspection output.

Close the loop after completion

Open the finished inspection and review the certificate and findings before they are shared externally.
Use Reports to generate the compliance report, defect summary, certificate bundle, or asset export that matches the client need.
If follow-on works are required, move into Customers, Quotes, and Work Orders rather than leaving remediation as a disconnected note.
Use Defects as the ongoing queue for resolution, not just as a historical inspection detail screen.

Deucalion admin Reports page — **Reports and exports**
Generate client-facing outputs only after the underlying site and inspection data has been checked.

Quick operating rhythm

Morning: check Dashboard and Scheduling for today’s pressure points.
Before a visit: confirm the site record, system scope, and assignment are clean.
After a visit: review inspection output, defects, and the certificate before sending anything on.
End of day: use Reports, Quotes, and Work Orders to turn findings into next actions.

Troubleshooting

Problem	What to check
The engineer cannot see the job	Confirm the inspection is assigned, the date is correct, and the user has active app access under the right organization.
Reports look inconsistently branded	Re-check the organization name and any template-specific branding overrides before regenerating.
The planner and inspection list disagree	Refresh both surfaces and verify the job was not filtered out by engineer, date range, or status.

Next steps

Once the core operating loop is live, move deeper into the desks your office team will use every day.

Sites, systems, and assets Scheduling, inspections, and defects Reports, exports, and integrations

Last updated: . Need help beyond this guide? Email support@deucalion.uk.