The first week with a new platform is the one that determines whether you actually use it or go back to your spreadsheets. Get the setup in the right order and the rest becomes familiar quickly. Get it backwards and you spend the first month correcting things.
This guide gives you the five steps, in the order that makes each one easier than the last.
The five-step setup sequence
Step 1 — Add your properties and portfolios
Everything else in BasePro is organised around your properties. Before you can run an inspection, generate a report, or create a maintenance order, the platform needs to know what it is managing.
Start by adding the properties in PORTFOLIO_A. The onboarding wizard walks you through this on first login — property address, type, and the key details. Group them into portfolios by owner, by location, or however you already think about them.
Why first: Every other workflow in this guide uses a property or a portfolio as its anchor. Adding them first means the rest flows without gaps.
How to move your portfolio over covers the full transfer process if you are migrating from another tool.
Step 2 — Invite your team and set roles
Once your properties exist, decide who else needs access and at what level. A property manager who handles a subset of your units needs a different level of access than an account admin who runs everything.
Adding your team early means every subsequent action — creating a maintenance order, running an inspection — has the right person attached to it. Roles in BasePro determine what each member can see and do, without you having to filter their view manually.
Why second: Setting roles before work begins means no one is working in the wrong area from the first day. Correcting access after work has already accumulated is harder than setting it once at the start.
How to invite your team and set roles walks through the invitation and role assignment step by step.
Step 3 — Run your first property inspection
With properties added and your team in place, run an inspection on the first unit that needs one. Move-out, move-in, or routine — the inspection captures the condition of the property, creates a documented record, and can generate maintenance orders directly from findings.
The inspection workflow is designed for on-site mobile use: you walk the unit, photograph issues, and note severity as you go. The record is saved the moment you confirm it.
Why third: An early inspection gives you a working record in the system before any maintenance backlog builds. It also proves the end-to-end workflow — from observation to order — is functioning for your portfolio.
How to run a property inspection covers the full walkthrough.
Step 4 — Create your first maintenance order
If the inspection found something that needs attention — or if a maintenance request lands before you have run any inspections — create a maintenance order. Assign the right vendor, set the priority, and confirm. BasePro notifies the vendor and tracks the order through to completion.
Why fourth: Once you have a property and a team, the first maintenance event is usually the moment the platform earns its place in your daily routine. Getting one order through the full cycle — open, assigned, completed — shows you how the workflow runs.
How to create a maintenance order walks through each step.
Step 5 — Generate your first owner report
At the end of the first period, generate the owner report for PORTFOLIO_A. Select the period, review the summary, and download the PDF. You decide when and how to share it with your owner — BasePro does not send it to them automatically; that is your call, on your timeline, through your preferred channel.
Why fifth: The report is the output your owners see. Running it after you have at least one full period of transactions in the system means it reflects real activity, not a blank slate. It is also the clearest signal to an owner that the operation is running in order.
How to generate an owner report covers the generation and download process.
The sequence, in short
| Order | Step | Purpose | |-------|------|---------| | 1 | Add properties and portfolios | Anchor for everything else | | 2 | Invite team and set roles | Right access before any work begins | | 3 | Run the first inspection | Document condition; seed the maintenance log | | 4 | Create the first maintenance order | Close the operational loop | | 5 | Generate the first owner report | Prove the ledger is running |
Work through these five in order and the platform pays for itself before the first month is done.
For the precise steps in your workspace, open BasePro Support from inside the app.