Create the workspace with the public name in mind
Start with the museum name visitors and staff already recognize. The workspace slug becomes the short tenant address, so choose something stable rather than a temporary project name.
If the museum has departments or multiple locations, create one main workspace first. Use collections, locations, and custom fields to separate internal areas unless the teams truly need separate accounts.
Review the settings before inviting the team
Open Settings and confirm the museum name, slug, default locale, and public contact information. These details appear in different parts of the product and should be clear before volunteers begin work.
Add only the public details you are comfortable sharing. Private catalog notes, locations, audit logs, billing settings, and draft exhibitions stay inside the dashboard.
Invite a small first group
Invite one administrator, one curator, and one volunteer if possible. That small group lets you test the daily workflow before the whole museum is relying on it.
Ask each person to sign in with the email they will keep using. Passwordless magic links are tied to email access, so shared inboxes and outdated personal emails should be avoided.
Create a sample set of records
Add five to ten representative artifacts before importing a large spreadsheet. Include one object with a strong image, one with uncertain location, one with a long description, and one with minimal metadata.
This sample set helps the team agree on naming style, location language, rights notes, collection names, and what should be left blank for later review.
Decide the first operational goal
Choose one goal for the first week: find records faster, prepare a small exhibition, clean up locations, or test an import. A focused goal keeps setup from turning into a vague database project.