Avoid These 3 Common Mistakes When Setting Up Your Quickbase Realm
Setting up your Quickbase realm is the first step toward unlocking greater efficiency and eliminating gray work. But like any new endeavor, it comes with challenges. Taking the time to avoid a few common mistakes upfront can save you a lot of headaches down the road. Here are three pitfalls to watch out for—and some tips to sidestep them. Assigning Incorrect User Roles Quickbase is all about collaboration, and assigning user roles properly is critical to ensuring everyone can do their jobs without compromising sensitive data. However, it's easy to make mistakes when assigning roles—like giving too many people admin privileges or not granting users access to the tools they need to either work or develop apps. How to Avoid This Mistake: Understand Role Types: Before assigning roles, familiarize yourself with the options in Quickbase, from basic users to full administrators. Follow the Principle of Least Privilege: Only grant access to what a user truly needs. This reduces risk and keeps your realm secure. Think about segregating highly sensitive data in a peripheral app, to ensure it’s easy for all admins to see who might have inadvertent access. Use Role-Based Permissions: Tailor permissions based on team functions to avoid accidental data breaches or mismanagement. You can use User Groups as one way to manage these assignments. Skipping Governance Tools Quickbase provides governance tools to help you maintain control and accountability in your realm. Ignoring these tools can lead to disorganization, inefficient workflows, or even security risks. How to Avoid This Mistake: Install the Governance Core Apps: This suite simplifies managing users, apps, and permissions. It’s an easy way to set yourself up for success, ensure regulatory compliance, and set your IT team’s minds at ease. Regularly Audit Your Realm: Schedule time to review user activity and ensure everything is running as it should. Create Usage Policies: Establish clear organizational guidelines on how apps are designed, documented, built, shared, and maintained. Failing to Plan and Document App Structures Jumping straight into building apps without a plan can create messy, inefficient systems. Over time, this can lead to confusion and make it harder to scale your solutions. How to Avoid This Mistake: Start with a Map: Outline how your apps will connect and interact. Identify the data each app will handle and plan your relationships accordingly. Keep a record of app structures, workflows, and key decisions. This ensures continuity as your team grows or roles change. Tools like Lucidchart or Vimeo can help. Build Out, Not Up: Quickbase works best when smaller applications share information with each other, versus everything being stored in a single, monolithic app. Consider what information would be useful as ‘hub’ apps, like employee data or contact lists. Think Long-Term: Consider how your business might evolve and ensure your setup can adapt to those changes. This course from Quickbase University can help you get into the app planning mindset. Final Thoughts Setting up your Quickbase realm doesn’t have to be overwhelming. By avoiding these common mistakes—assigning incorrect user roles, skipping governance tools, and failing to plan your app structures—you can build a strong foundation for success. Take your time, use the resources available, and don’t hesitate to ask for help if you need it. Remember: a little effort upfront can save you hours of work (and stress) later. Happy building! What challenges have you faced while setting up your Quickbase realm? Share your experiences and tips in the comments below!Welcome New Admins! Ready to get Started?
Hello New Admins! Are you a new Account Admin who needs help getting started? Please join us at Orientation Office Hours to ask us anything! What? Orientation Office Hours Why? New Customers and New Account Admins need help getting started! When? Tuesdays and Thursdays at 2 pm EST Who? Simon Lindquist and Esther LaVielle will be hosting How? Customers can register on our events page: https://www.quickbase.com/events Anticipated Topics Admin Console User Management Branding Quickbase Resources Governance Best Practices App Planning Best Practices App Building Standards Exchange and SmartBuilder Platform Analytics We look forward to having you join our AMA Orientation Office Hours!The magic of Service Accounts
We’re so glad you’re here! Today, let’s learn about Service Accounts and how they can help teams with multiple Realm Administrators or Builders working on integrations. Service Accounts are special admin accounts that let apps connect to Quickbase and use its data without needing a specific person to log in. This is super helpful when multiple people on a team are working together on integrations because it makes it easier to see who’s doing what and simplifies collaboration. Here’s why Service Accounts are important for your team: Transparency: They give a clear view of how and when data moves in and out of your apps, so everyone knows what’s happening. Security: They help keep things secure by allowing automated tasks without sharing personal login details. Continuity: They ensure processes aren’t reliant on any one individual. This helps avoid disruption. Even if someone leaves the team, everything continues running smoothly. For step-by-step instructions on setting up Service Accounts, check out our help article: Setting up Service Accounts. Feel free to ask questions or share your experiences with Service Accounts below…and happy building!Orientation Office hours 2025 Schedule Update
Hello! Hope everyone is enjoying the holiday season and gearing up for 2025. Just a heads up that Orientation Office hours will resume on Tuesday January 7th. To sign up for the next Orientation Office Hours and also check out other events happening in January 2025, head to our events page here: https://www.quickbase.com/events Thank you and we look look forward to seeing you at Orientation Office Hours in 2025!Orientation Office Hours Weekly Recap: Governance, Use Cases, and Admin Consoles
Hi New Admins! For anyone who is brand new to Quickbase, it can feel a bit overwhelming where to start learning. This is where Orientation Offices Hours can help. Over the past few weeks, new admins have stopped by to get an overview on how to review, use, and manage their Admin Console . They had questions on how to set up single sign on, how to set proper roles and permissions, and how to track their reads and usage. Simon Lindquist walked folks through a checklist of tasks and items that equipped every customer with what they should be aware of and what items to update at the beginning of their journey. Next, we had great conversations around governance and how to use the Governance Core Apps in the Exchange to build their own command center to closely monitor their realms, pipelines, usage, users, and more. Based on what customers shared at Orientation Office Hours, I was able to connect some new customers to our community called the Quickbase Qrew. They met separately and exchanged customer use cases and ideas that inspired the new admins to create similar apps. I was thrilled to hear how fun it was for them to connect, and hope to continue to match more wonderful advocates with new admins in the near future. All attendees came eager to learn and walked away with resources pointing them to Quickbase University to access courses, certification information, live trainings, and access to our amazing community, the Quickbase Qrew. They also walked away with recommendations and next steps on what to focus on their account. Overall, it's been a great few weeks of Orientation Office Hours. If you are looking forward to getting started as soon as you sign on the dotted line, we welcome you to join as many Orientation Office Hours to help get you started on your Quickbase journey. Sign up for Orientation Office Hours on our events page and we look forward to meeting you soon!
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About New Admin Qrew
Best place to learn ways to Admin an App or an Account in QuickbaseOwned by: EstherLaVielle, AlexShapiro, SimonLindquist, and ben_simonCreated: 4 months ago
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