> For the complete documentation index, see [llms.txt](https://guide.hardfin.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://guide.hardfin.com/getting-started/best-practices-getting-started.md).

# Best practices getting started

### Organization Account Best Practices

* Keep your organization name consistent with legal documents
* Create a standardized naming convention for user accounts
* Assign at least two admin-level users for backup
* Document your permission structure for different user roles
* Keep your team member list updated as people join or leave

### Customer Profile Best Practices

* Use consistent naming conventions across all customers
* Include key contact information for multiple stakeholders
* Document any special handling requirements or preferences
* Maintain standardized fields across all customer profiles
* Keep billing and shipping information separate and clearly labeled
* Update CRM integrations regularly to ensure data accuracy

### Location Management Best Practices

* Create a clear location naming system (e.g., "LAX-WH1" for Los Angeles Warehouse 1)
* Document all access requirements and restrictions
* Include both primary and backup contact information
* Maintain updated photos or layouts of each location
* Set up clear hierarchies for multi-level locations
* Keep location capacity information current
* Tag locations with relevant attributes (climate-controlled, secure access, etc.)

### Product Setup Best Practices

* Use consistent product naming conventions
* Include detailed specifications for each asset type
* Document all tracking requirements clearly
* Set up meaningful categories and tags for easy filtering
* Include photos or diagrams when possible
* Maintain version control for product updates
* Link related products or accessories together

### Project Management Best Practices

* Create clear project naming conventions (e.g., "CustomerName-ProjectType-Date")
* Set realistic timelines for hardware deployments
* Document all customer-specific requirements
* Keep asset assignment records updated
* Maintain clear communication channels for each project
* Set up regular check-in points for long-term projects
* Create standard templates for common project types

### Integration Best Practices

* Verify data accuracy after each integration setup
* Document any mapping between systems
* Set up regular sync schedules
* Monitor integration health regularly
* Keep API keys and credentials secure
* Maintain backup procedures for critical data
* Test integrations in a sandbox environment first

### General Tips for Success

* Regularly review and clean up inactive records
* Document any custom workflows or processes
* Keep an audit trail of major system changes
* Schedule regular data backups
* Train new users thoroughly on your conventions
* Review and update procedures quarterly
* Monitor system performance and usage patterns

Remember: Consistency in naming and organization is key to long-term success with Hardfin. Take the time to establish clear conventions at the start to save time and prevent confusion later.