Build the estate record engineers can trust.

Set up the site record

1. Create the site in Sites with the correct address, building details, notes, and responsible contacts.
2. Set the applicable industries for the site so Deucalion can keep smoke control and fire damper work scoped correctly.
3. Add only the information the team can keep current. Accurate basics are more useful than large, stale free-text fields.
4. If the client relationship already exists in your CRM, link the site to that commercial record early.

Add systems by service line

1. Create systems under the site for each operational scope, such as mechanical smoke ventilation, natural smoke control, pressure differential, car park ventilation, or fire dampers.
2. Keep the naming convention clear enough that office teams and engineers can identify the correct system without guessing.
3. Where a building has multiple systems of the same general type, separate them cleanly rather than overloading one record with mixed notes.
4. Use system notes to capture operational context that will matter on the visit, not long-form client correspondence.

Build the asset register

1. Add assets under the relevant system so inspections only surface the checklist items that actually apply.
2. Use the assets desk when you need a cross-site operational view, but treat the system-level asset register as the authoritative context for field work.
3. When details are incomplete on day one, capture the identifiers you know and improve the record over time instead of holding the site back.
4. For fire damper work, keep the asset details structured enough to support drop tests, history, and certificate output later.

Use map and context views to validate coverage

1. Open Map when you need to check whether the estate coverage and location data make sense before scheduling work across multiple sites.
2. Use the site detail workspace to validate the site record, system structure, history, and documents as one connected view.
3. Where planners and account teams need fast orientation, use the map and linked CRM account views together rather than depending on spreadsheet exports.

Keep records operational, not decorative

• Use a consistent naming pattern for site names, systems, and asset identifiers.
• Review archived or duplicated sites periodically so engineers do not pick the wrong location.
• Update the record before generating reports if ownership, naming, or scope has changed.
• When an external system is the commercial source of truth, preserve that link instead of copying that data manually into multiple places.

Troubleshooting