Set up your VariationDesk workspace

Choose a sensible pilot scope

Pick a job where the site and office teams can both take part. A smaller pilot makes it easier to spot what needs changing without disrupting the rest of the business.

• Use one active project with a known client or main contractor.
• Choose one office owner or manager and one or two field users.
• Agree who will approve test records and who will review them commercially.

Add the company and project details

Complete the information that appears throughout the workspace and on customer-facing records. Then create the project the field team will work against.

Prepare rates before inviting the whole team

Rate cards give the office a consistent pricing base. They also let field users select known work items and enter quantities without exposing internal cost or margin information.

• Start with the items used most often on the pilot project.
• Check descriptions, units, selling rates and VAT treatment.
• Use the sample CSV when a bulk import is quicker than entering lines individually.
• Decide whether field users may add custom lines for office review.

Invite users with the right role

Give people the access they need for their job rather than making everyone a manager. Field users should be able to capture work without seeing controls intended for the office.

• Owners manage the workspace, billing and high-level settings.
• Managers handle projects, users, commercial review and approvals.
• Field users capture assigned work from the mobile experience.
• Remote reviewers do not need a paid workspace seat to respond to a secure link.

Run one complete test

Before wider rollout, create a real-looking test variation. Check the project selection, evidence, pricing route, approval, PDF and office handover from beginning to end.