Skip to main content
Getting Started for Admins

Just setting up a workspace? Here's where to start.

Megh McLaughlin avatar
Written by Megh McLaughlin
Updated over a week ago


So, you've signed up for Air? Welcome! πŸŽ‰

It's time to make magic with your creative assets. This guide shows you the key next steps to get you up and running, and covers:

  1. How to get help, and manage settings

  2. Preparing your workspace organization structure

  3. Importing your assets

  4. Considering your workflows

  5. Sharing your assets

  6. Inviting your users

If at any point you need any help, just use the in-app chat and we'll be very happy to help and/or book in a call.

1. Before you get started

Name your workspace and upload your logo

The first thing you're asked to do after signing up is to name your workspace. Within your Settings and Members page, you're also able to upload your logo. This makes your workspace more recognizable to your users and clients and will appear on your public share links.

Watch our free Getting Started Air Academy playlist

Air Academy is our video tutorial collection, and we have a Getting Started playlist that gives an overview of Air's features. Check it out here:

2. Preparing your workspace organization structure

Now that you've got your head around the basics of Air, let's start thinking about your workspace structure.

Boards & Custom Fields

One of the core methods of organizing your assets is by using boards and custom fields. Boards act a lot like folders in your typical hierarchical organizational structure, with one big difference: assets can live in multiple boards without taking up more storage space. Custom fields are additional information you can apply to your assets that are searchable and used workspace-wide. Used together, you can make your assets incredibly easy to find by your users.

Boards are special in that they are tied to:

  • Permissions. Control which users can comment or edit assets by grouping those different assets into boards to customize

  • Sharing. Share links are tied to the board location

  • One-to-Many. Assets are able to live in more than one board by having a home location within All Assets β€” no copies needed

For Custom Fields, think about:

  • What non-visual search terms your team will use to try and find assets

  • What relevant information you wish to store about your assets

  • What action items you wish to track in workflows

Make sure that information is available either as a board or a custom field.

3. Importing your assets

You can bulk import assets into Air easily using a few methods:

  • Bulk import assets from your local drive or desktop using the Add button

  • Migrate assets from existing cloud storage. We already have Google Drive, Dropbox, and Box available for use, but for Enterprise teams on other platforms, we can assist with your migration from anywhere

  • Upload smaller batches of assets directly into Air by dragging them onto your browser

  • Install Air Flow to sync your workspace to Finder and upload

We generally recommend importing your assets as a priority. Don't worry about organizing them into separate boards just yet, but we recommend creating an "Import" board for this initial step and then re-organizing them once in the workspace. This allows for duplicate detection and version stacking to automate as you bring your assets into the workspace for further organization.

Keywords & Tags

Air's AI-generated keywords start organizing your assets and helping your workspace's searchability the moment you start bringing in assets. Manual tags are also available to supplement these generated search terms so you can use them for terms that may not be visually identifiable. Learn more here about Keywords & Tags.

4. Consider your workflows for ongoing projects

Now that you've imported your assets, you want to set things up so that ongoing contributors are submitting assets to your workspace in a way that works for you.

Think about all the ways that colleagues and partners create assets for you, how they currently submit them to you, and how that could look using Air.

Some features that are worth checking out are:

  • Content Collection forms - Get assets and info sent right to your workspace without needing to give wider access

  • Custom Fields - Ask your team or clients to complete specific info needed to help keep your data up-to-date and useful

  • Kanban view - Turn a board into a project management tool

5. Sharing your assets

There are many ways you can put your assets to work:


  • Learn how to create Share Links to boards or specific assets

  • Customize permissions in the Advanced Settings tab for more control over downloads and versions


We have integrations with the following to make the connections needed for seamless creative workflows:

6. Giving others access

Think about what permissions you'd like each of your users to have and decide if they should be invited as a Member or Guest, or if they only need share link access. Should they have full view and edit access to the workspace, including billing? That's an Admin. Don't need billing access but need to upload, edit, and collaborate? Editor members can do that. Would you like to restrict access so certain users can only view but not edit certain boards without access to other areas of your workspace? With Guests, you can do that, too. Check out our full list of user permissions here.

You're all set!

Made it to the end? Congratulations - you are now well on your way to seeing the power of Air.

How to get support

If you have any other questions or aren't quite sure how to make the most of Air, support is available to help live during North American business hours. We have plenty of resources available to you, from this help center to our live in-app chat.

Did this answer your question?