Set-up, access and data
Getting the organisation onto the platform and keeping control of who can do what. Single sign-on with automatic user creation and role mapping from directory groups; a guided set-up checklist; migration tooling that validates existing compliance history row by row before anything is written, flagging imported records as migrated; time-boxed delegations for leave cover that return automatically; and a staff portal that puts selected content on the organisation's intranet with embed links, without giving every member of staff a system account.
What is in this area
Settings
Core configuration with a guided set-up checklist: the estate structure, team and users with their capability level, email, compliance configuration and module activation on one page
Estate Hierarchy
The organisation held on one record across organisation, cluster, site, building and spaces. Levels that do not apply stay invisible, so a single school sees just its own site and buildings and a large trust sees its full structure, with tasks, assets and condition mapped to it
Onboarding
A guided set of questions about the estate that switches the applicable conditional obligations on before any asset record exists. The compliance layer works from the first day, and asset and condition data enrich it as they arrive
Single Sign On
Microsoft 365, Google Workspace, SAML, and generic OpenID Connect, with automatic user creation and role mapping from directory groups
Staff Portal
A separate portal surface with per-section activation, per-section access rules, renameable sections, and embed links for the organisation's intranet
Data Import and Migration
Bring existing compliance history in with per-row validation shown as accepted, rejected, or needs decision before anything is written; nothing is overwritten silently; imported records are flagged migrated with an evidential status
Delegations
Time-boxed delegation of a capability, and optionally a site's scope, from one person to another for leave cover or interim arrangements. The delegate is competency checked on creation; the grant returns automatically at the end date
Procurement Frameworks
Preferred procurement frameworks selectable per engagement
| Module | What it does |
|---|---|
| Settings | Core configuration with a guided set-up checklist: the estate structure, team and users with their capability level, email, compliance configuration and module activation on one page |
| Estate Hierarchy | The organisation held on one record across organisation, cluster, site, building and spaces. Levels that do not apply stay invisible, so a single school sees just its own site and buildings and a large trust sees its full structure, with tasks, assets and condition mapped to it |
| Onboarding | A guided set of questions about the estate that switches the applicable conditional obligations on before any asset record exists. The compliance layer works from the first day, and asset and condition data enrich it as they arrive |
| Single Sign On | Microsoft 365, Google Workspace, SAML, and generic OpenID Connect, with automatic user creation and role mapping from directory groups |
| Staff Portal | A separate portal surface with per-section activation, per-section access rules, renameable sections, and embed links for the organisation's intranet |
| Data Import and Migration | Bring existing compliance history in with per-row validation shown as accepted, rejected, or needs decision before anything is written; nothing is overwritten silently; imported records are flagged migrated with an evidential status |
| Delegations | Time-boxed delegation of a capability, and optionally a site's scope, from one person to another for leave cover or interim arrangements. The delegate is competency checked on creation; the grant returns automatically at the end date |
| Procurement Frameworks | Preferred procurement frameworks selectable per engagement |
Configured to your estate. The organisation runs on one record across its own structure, from a single school to a multi-site trust, and each person sees only the sites and the level they work at.
The compliance layer works before your asset register does. Answering the set-up questions switches on the obligations that apply, so an organisation is managing compliance from the first day. Asset and condition data enrich the picture; they never gate it.
External collaboration without accounts. The staff portal with intranet embed links; the published risk assessment portal; employer self-completion links for work placements; scoped practitioner links for advisory engagements. Each brings an outside party, or the whole staff body, into a controlled surface without an account per head.
Imported history is flagged as migrated with an evidential status, never presented as native record.
Elevated administrative access is itself competency gated; admin mode requires recorded training before it opens. Access control that applies the competency discipline to the administrators is a claim most platforms cannot make.
Do we need a complete asset register before we can start?
No. At set-up you answer a set of questions about your estate, and the conditional obligations that apply switch on straight away, before any asset is loaded. The compliance layer works from the first day, and asset and condition data enrich it as they come in.
How does the system fit our structure, and who sees what?
The estate is held on one record across organisation, cluster, site, building and spaces, with the levels you do not use kept out of sight, so it matches a single school or a multi-site trust. Access runs on the four competency levels the Estate Management Competency Framework defines, Operative, Supervisor, Manager and Strategic, so a person working on one site sees that site and the level they work at, while a trust executive reads across the portfolio, all on the same record.
How does single sign-on work?
EstatesBase supports Microsoft 365, Google Workspace, SAML, and generic OpenID Connect, with automatic user creation and role mapping from directory groups.
How does existing compliance history come in?
Through the data import and migration tooling, with per-row validation shown as accepted, rejected, or needs decision before anything is written. Nothing is overwritten silently, and imported records are flagged as migrated with an evidential status, so the record distinguishes what the system witnessed from what it inherited.
What happens when someone is on leave?
A capability, and optionally a site's scope, can be delegated from one person to another for a fixed period. The delegate is competency checked when the delegation is created, and the grant returns automatically at the end date.
Imported history flagged as migrated feeds the evidence lifecycle described in Statutory compliance and evidence. Statutory compliance and evidence
Set-up, access and data
SearchBook a Consultation: see EstatesBase working, from a site team phone to the board view, and talk through how it would work in your organisation.
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