Getting Started for Admins | Air Help Center
Getting Started for Admins
Just setting up a workspace? Here's where to start.
Written by Lauren Ford
June 2, 2026
Introduction
So, you've signed up for Air? Welcome! 🎉
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:
- How to get help, and manage settings
- Preparing your workspace organization structure
- Importing your assets
- Considering your workflows
- Sharing your assets
- 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 manage your workspace logo
First-time setup starts with a guided workspace setup flow where you enter your workspace name and company website. Air may prefill the website based on your email domain when the domain is not generic, and may derive a workspace logo from the company website during initial signup.
The setup flow also includes a few onboarding questions and requires you to upload a file before you begin working in the workspace.
After setup, admins can open Workspace settings from the workspace menu (select your workspace name in the sidebar), then select Workspace Details to manage the workspace name and workspace logo.
The workspace menu also includes options to invite users, switch or join workspaces, create a workspace, choose a color theme, open Account settings, and log out. The workspace logo shown in the sidebar and public share-link headers makes your workspace more recognizable to users and clients.
For the full guided setup flow, see Creating your first workspace.
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:
Watch the Getting Started playlist
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 — 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
New workspaces include a required first upload during onboarding. The options below cover additional uploads and bulk importing after setup.
For additional upload methods after the required onboarding upload, see Adding content.
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:
Sharing
- 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
Integrations
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:
To invite people and assign roles, go to Workspace Settings and choose User Management from the sidebar. You can enter up to 10 email addresses at once when inviting by email and apply the same selected role to everyone in that batch.
Before you invite people, confirm that you are working in the correct workspace from the workspace name in the sidebar. Use that workspace's User Management page or workspace invite link for anyone who should join an existing workspace, rather than sending them to generic sign-up.
Invitees should accept the email invite or open the workspace invite link before creating an Air account. If they sign up without an invite or invite link, they may be prompted to create a separate workspace.
The roles available in invite and role-change menus depend on your workspace plan. Basic first-workspace onboarding uses Admin and Editor roles. Where supported, approved email domains can also help people join the existing workspace with the default access level set by an admin.
- Should they be invited as a user, or do 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? Editors 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? Board-user access can support that workflow when it is included in your workspace plan.
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.