We’re excited to have you here and can’t wait to see what you’ll accomplish with HBS! Before you dive in, there are a few setup steps to complete. We’ve included videos and documentation to guide you through the process. Your onboarding specialist will walk through everything with you during your upcoming session. Taking a few minutes to review the materials in advance will help you get the most out of that time.
As you move through each step, feel free to jot down any questions—you’ll have the chance to discuss them with your onboarding specialist.
Step 1: Understand the Role of the Internal Admin
The Internal Admin acts as your company’s main administrator in HBS. With elevated access, this person is responsible for managing key system functions. We’ll walk through each of these responsibilities in this article.
Step 2: Log In to HBS for the First Time
Start by logging in to HBS using the instructions provided below:
Step 3: Basic Navigation
Before going further, let’s review basic navigation and important terminology:
Step 4: Documentation and Help
HBS includes built-in access to help articles and documentation. This section walks you through how to find and use them:
Step 5: Onboarding Plan
Your onboarding specialist has created a custom plan to support your company’s transition to HBS. Here’s how to access and review it:
Step 6: User Profile
Each user has a personal profile in HBS. This is where you can manage your contact info, UI preferences, and bookmarks.
Step 7: Business Units
Business Units help structure your projects and control access around specific sets of projects. Learn how to create and maintain them here:
- About Business Units
- Creating a New Business Unit
- Updating an Existing Business Unit
- Deleting an Existing Business Unit
Step 8: User Administration
User administration is a key internal admin responsibility and includes two main components: User Roles and User Accounts.
User Roles
Each user is assigned a role that defines:
Permissions: What the user can do in HBS
Responsibilities: What the user is responsible for
The Internal Admin is always assigned the Executive Manager role for elevated access. Learn how to create and maintain user roles here:
User Accounts
Each person accessing the system—whether internal staff or vendors—needs their own account.
Step 9: Vendor Administration
Vendors who do work for your company need to be added into HBS. Be sure to assign the correct classifications to each vendor record.
Step 10: Billing Item Setup
Billing Items represent the individual components that make up the construction of a home—this can include delivery of supplies, construction work, installation, or a combination of these. From the Billing Items page in HBS, you’ll have full control to manage each item, including its supplier information. As you work through this section, take a moment to consider how you’re paying your vendors and how those prices are determined. This will help ensure your billing item setup aligns with your current processes and supports accurate vendor payments.
The billing item library in HBS is made up of two components:
1. Billing Items
- Not vendor-specific
- Define the item, unit of measure, and classification
2. Supplier Items
- Vendor-specific
- Include the price specific to that vendor
- Each Supplier Item is linked to a corresponding Billing Item
Learn how to create and maintain billing and supplier items here:
- Creating a New Billing Item
- Updating an Existing Billing Item
- Deleting an Existing Billing Item
- Creating a New Supplier Item
- Updating an Existing Supplier Item
- Deleting an Existing Supplier Item
Step 11: Setting Company Preferences
Preferences are builder-specific settings that allow for flexibility and customization within HBS. These options help tailor the system to match your company’s unique workflows and processes.
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