Best practices for adopting OpenSpace at scale

When done right, implementing new technology like OpenSpace can be a game-changer for construction teams. In a recent webinar, OpenSpace Solutions Engineers shared practical guidance for getting started with OpenSpace and ensuring it becomes a valuable, everyday tool on your jobsites. Whether you’re a new customer or still evaluating, here are some key takeaways.

Why seamless technology implementation matters

For a successful technology adoption and to maximize your return on investment, it’s important to make sure your new tool is fully integrated into everyday workflows.

OpenSpace delivers value by helping teams boost productivity, improve collaboration, and reduce risk through efficient site documentation. With consistent use, OpenSpace gives you clear visual records that help lower costs and minimize rework across every phase of a construction project. When implementation is seamless, you’ll see that adoption happens naturally, and real value emerges from the start.

What to consider before you get started

To set your teams up for success, be sure to define and agree on the specific use cases you want the platform to support—for example streamlining coordination meetings, improving QA/QC, or creating better documentation for handoff.

It’s also important to identify key stakeholders early on. Project managers, superintendents, tech leads, and anyone responsible for documentation should be brought into the process from the beginning. Defining roles and responsibilities ensures everyone knows who is doing what—whether it’s setting up projects, capturing site data, or managing access. As one of our customers wisely noted, “It’s not just about the tech—it’s about making sure people understand and own the process.”

How to set up your first project in OpenSpace

Setting up your first project in OpenSpace is designed to be intuitive. It only takes a few clicks. You begin by creating a new project with just a name and address.

From there, you upload your floor plans—these can be traditional architectural sheets, Google Maps screenshots, or even hand-drawn layouts created in tools like MS Paint. The idea is to remove any barrier to entry. Once uploaded, you can select and rename sheets to make them easily identifiable for your field teams.

OpenSpace is built to be flexible, so you can get started with whatever you have available. Once you have your floorplans ready, you can start capturing.

Getting the right hardware for the job

OpenSpace works with affordable, off-the-shelf 360° cameras, such as the Ricoh Theta or Insta360. These are the same types of cameras people take on ski trips—durable, simple, and cost-effective. For easy capturing simply attach the camera to your hardhat or use a selfie stick to position the camera at optimal heights.

Additional accessories like external battery packs are useful for longer site walks, and good lighting is essential for capturing high-quality images, especially in dimly lit environments. A lens cap also goes a long way in protecting your equipment between uses.

How to get the best results

Capturing site data effectively is all about consistency and coverage. Walks should be thorough—cover the entire site, including every hallway and room. To build a complete visual history of your project, establish a regular capture schedule, such as weekly site walks. Plus, capture your site before major construction milestones like concrete pours or drywall installation.

Documenting with OpenSpace is intuitive and easy, with features like heat maps to show where you’ve walked before. For the best image quality, keep your camera lens clean and ensure the site is well-lit.

Integrating OpenSpace into your daily workflows

OpenSpace is designed to enhance your current workflows—not replace them. One of our most powerful tools that puts your visual data to work is the Field Notes feature—it enables teams to capture punch items, safety issues, or general observations directly from the mobile app or desktop. Field Notes are automatically mapped to your floor plans, customizable with tags, statuses, and attachments, and integrate with platforms like Procore and Autodesk Construction Cloud.

OpenSpace also offers permissions settings to ensure the right people have the appropriate level of access, from organization admins to project viewers. Flexible permission options allow you to share specific data with stakeholders, subcontractors, or owners while keeping control over the full project view.

Scaling OpenSpace across projects

Once you’ve successfully implemented OpenSpace on one project, expanding to other projects can take just a few clicks. From your organization’s dashboard, you can easily create new projects and manage them individually.

The Admin Portal allows you to track key metrics such as capture frequency, top users, and Field Note volume. Export reports to CSV files, and, with the Usage API, create custom dashboards in tools like Power BI to monitor adoption and impact. One OpenSpace customer, McLaren, rolled out the platform across 34 active projects in just eight months—an impressive testament to its scalability and ease of use.

Support when you need it

Your OpenSpace team is here to support you every step of the way. Solutions Engineers can assist with onboarding, training sessions, and technical questions. Account Executives are available for commercial inquiries, and our dedicated 24/7 support team is always ready to help with anything from camera setup to troubleshooting.

For ongoing education, the OpenSpace Academy offers step-by-step online courses and certification options—available to customers or anyone exploring the platform.

Want to learn more about how to implement OpenSpace for maximum value?

Here are some resources you might find useful:

• [Webinar] Insights for success: implementing OpenSpace and accelerating adoption
• [Webinar] Getting the most out of reality capture: how to quantify value, savings & productivity
• [Blog] Construction tech enterprise rollouts—advice from the experts
• [Support Center] Getting started with OpenSpace

If you’re ready to transform how your team documents and manages jobsites, request your personalized demo here.