How is Dashpivot structured?
Dashpivot is designed to organise your information using a hierarchical structure:
Workspace
Project folders
Team folders
This flexible structure allows you to configure folders in a way that suits your organisation’s size, workflows, and project types.
If you’re migrating your IMS/BMS into Dashpivot, use the Template Library to standardise form templates and maintain compliance across your organisation.
How to decide on your folder structure
The best folder structure depends on:
How many users you have
How many active projects you run at one time
How long those projects typically run
General guidance
More users = more structure.
The more users and data you have, the more folders you’ll need to keep information relevant and manageable.Short, high-volume projects (less than 2 weeks).
If each project captures only a small amount of information, store multiple projects in a single folder to avoid unnecessary admin.Long, large-scale projects (multi-month).
If each project generates significant data, create one project folder per project, with one or more team folders inside.
Folder structure examples
1. Single project, single team folder
The simplest setup:
One project folder
One team folder (e.g. “Site Team”)
Best for small companies with few users. All forms and photos are stored in one location, with minimal folder administration.
2. Small projects
If you want to keep project data separate:
Create one project folder per project
Use a single team folder per project (if fewer than 10 users are involved)
This keeps projects organised while maintaining simplicity.
3. Large projects
For projects with 10+ users:
Create one project folder per project
Create multiple team folders within the project
Structure team folders based on how teams operate in the field.
For example:
Team folder: Zone 1 (8 users)
Team folder: Zone 2 (12 users)
Users will only see information within their assigned team folder, keeping data relevant and easy to manage.
4. Multi-region structure
If your operations are split across regions or offices:
Create one project folder per region
Create team folders for each site or project within that region
Best suited to organisations operating across multiple geographic locations.
5. Client-based structure
If you work across multiple sites for a small number of clients:
Create one project folder per client
Create team folders for each site or project under that client
Best for businesses managing ongoing client contracts.
6. Employee folder structure
For processes where employees should not see each other’s forms (e.g. timesheets, leave forms, performance reviews):
Create a project folder called “Employees” (or similar)
Create one team folder per employee
Add each employee as a Team Member in their own folder
When users log in, they’ll only see their own folder and forms. Other employees won’t have access to those records.
Choosing the right folder structure ensures your data stays organised, relevant, and easy to manage as your organisation grows.