Things get tricky when your client still lives in the home you’re designing. Every installation, delivery, or paint touch-up becomes a mini-operation. Someone must let trades in, answer questions, point to the right room, and ensure the dog doesn’t escape.
But who handles that? Is it the designer’s job? The client’s? A GC’s?
We asked the Interior Design Community on Instagram, and the answers were candid, strategic, and sometimes even funny. What’s clear is this: there’s no one way to do it. But there are smart systems, firm boundaries, and many lessons learned.
Let’s break down how real designers handle it.
“Depends on the Client”
Let’s start with the most common answer. As @tamaramageldesign put it:
“Depends on the client.”
Some homeowners are comfortable letting in wallpaper installers or art-delivery crews. Others would rather not lift a finger and expect you to handle everything, even if it means being on-site at 8 a.m. for a 15-minute drop-off.
Designer @mhmcantq is explicit about her protocol:
“Always present at my client’s.”
It’s a luxury-level service that keeps control in the designer’s hands. You’re there to answer questions, avoid mistakes, and keep things on track. For some, that’s non-negotiable.
“It’s Not the Client’s Job. It’s Ours.”
Many designers took a firm stance: managing trades is part of the job. Full-service design means handling the logistics, so your client doesn’t have to.
As @emilywoodtv1 explained:
“I try to have my team let trades in 99 percent of the time. Not the client’s job. It’s our job.”
@chandlerhelms.designs offered a detailed look at how she structures this part of the process:
“Someone will always be there to let them in—our design team, the GC, the homeowner, or a lockbox. The GC or I will walk them through the scope if it’s a new sub. If it’s someone I’ve worked with on multiple projects, then I can rely on them to handle themselves and be professional with the clients.”
But she flagged one crucial caveat: not every sub is client-friendly.
“I have noted a few subs that I love, who don’t have good client skills, don’t like being client-facing, or who don’t clean up after themselves. I’ll always be there in person for those.”
This is the value of experience. You learn who you can trust and when you need to step in.
“What Does Your Contract Say?”
@sarah.boardman.design posed a smart and essential question:
“What does your contract say?”
If trade access, supervision, or delivery-day presence is part of your process, it must be written into your scope of work. Otherwise, you risk misunderstandings and unpaid hours.
Designers often fall into the trap of thinking, “It’s just a quick visit.” But quick visits pile up. Without firm boundaries, your role becomes more reactive than strategic.
Get it in writing. Price it into the job. And make sure your client knows what to expect.
Trust Matters More Than Timing
A few designers emphasized that once you build a strong relationship with your trades, they can act more independently, saving everyone time and money.
@deborahpianiniinteriors said:
“If I have a longstanding relationship with the trade and trust has been built, then yes. Most efficient for everyone.”
@thomasmatthewdesigns takes a similar approach:
“We hire people we know and trust. Once this relationship is established, we are confident they can manage daily client relations on their own. If anything is needed, we FaceTime or chat. This is cost-effective for us and the client.”
Trust changes everything. With reliable trades, you can remove yourself from daily oversight and keep the project on track.
Setting Up the System
Some designers take a hybrid approach. They’re involved at key moments but build systems that allow the work to continue when they’re not there.
@catherine_ebert explained:
“Ideally, I have someone from my team meet the trades at the house and make sure they are clear about the scope. Then, if the client agrees, I leave them there to do the work without supervision and I’ll come back to check on progress as needed.”
She also sets boundaries with trades:
“I make sure my trades know to call me with questions and never ask the client.”
And she’s realistic about her limits:
“But there is no way to be there for everything!”
@miajohnsonhome uses access tools like lockboxes and garage codes:
“We are there for important things, but the day-to-day work we can’t be there for. We use a lockbox or garage code that lets the tradesmen in. The GC gets the code, and we coordinate with the GC and subs. We use this even when the client might be home.”
She emphasizes that communication is still key:
“We have a schedule that lets the client know when to expect someone in their home.”
Best Practices for Managing Trade Access
- Set boundaries early. Use your contract to outline exactly who’s responsible for what and when.
- Don’t assume the client will help. Some are willing. Others aren’t. Either way, it’s not their job to coordinate trades.
- Create a repeatable system. Lockboxes, checklists, shared calendars, and vetted teams prevent chaos.
- Invest in relationships. Trustworthy trades make your job easier. Build a team you can count on.
- Always keep the client informed. Even if they aren’t letting trades in, they deserve to know who’s coming and when.
You’re Not a Doorman — You’re the Leader
This conversation isn’t really about who opens the front door. It’s about leadership. As a designer, you’re directing the process, protecting the vision, and ensuring every stakeholder shows up where they’re supposed to.
The best designers aren’t just creative—they’re organized, decisive, and proactive. They have systems. They communicate clearly. And they don’t let trade access derail their schedule or eat into their margins.
You can be the one to meet every delivery and supervise every install. Or you can train your team and your trades to manage it without you. Either way, you’re still leading.
And when it all works? The wallpaper goes up flawlessly, the art lands in the right room, and the client thinks it was effortless.