Create a task：Living room · second paint coat
Full instructions and FAQs
Schedule site work and assign tasks
Confirm project dates, work sequence and staffing. Give each task a responsible person.
- 01
Create a task
Choose the project and describe a specific activity, such as the second coat of living room paint. Avoid one task containing every trade.
- 02
Assign dates and staff
Set the date, time slot and responsible colleagues, checking overlapping work. Task assignment is separate from the project staff list.
- 03
Check readiness
Review measurements, drawings, materials, site access and safety arrangements. An administrator or manager records the actual start confirmation.
- 04
Update actual progress
Site staff update assigned tasks within their permissions. Record problems in a diary or follow-up and mark a task complete only when the work is done.
Check your work
Each task should have a project, date and responsible person, consistent across the overview and schedule.
Does creating a task notify staff externally?
No. It creates a workspace record, not an external notification.
Can site staff edit every task?
Site staff can update tasks assigned to them. Other roles follow their existing permissions.
Record site diaries and progress photos
Prepare the day’s work and photos and confirm the correct date and project.
- 01
Select the date and project
Create the diary in the correct project. When entering an earlier day, replace the default current date with the actual work date.
- 02
Describe site conditions
Record weather, headcount, completed work and issues. Specify the area, trade and completion level so colleagues can understand the result.
- 03
Attach photos
Upload or choose photos and documents from the same project. Make the written description identifiable in the photos.
- 04
Save and follow up
Check the author, date and attachments after saving. Create or update a task for further work; a diary does not assign tasks automatically.
Check your work
Reopen the diary and photos and check that someone who was not on site can understand the record.
Can site staff write diaries?
They can create their own diaries. Read and edit access follows role rules.
Will site photos appear on the public website?
No. Project attachments require company sign-in and permission; the tutorial library does not publish private files.
Track defects, reinspections and handover
Prepare inspection items, locations, photos and responsible staff. Check required confirmations before handover.
- 01
Record each defect
Add its description, location, trade, responsible staff, deadline and photos. Keep separate issues in separate records.
- 02
Submit the repair
Assigned site staff record the repair and evidence, then submit for reinspection. Repair completion alone does not mean acceptance.
- 03
Record reinspection
An authorised manager, administrator or designer checks the work and records the outcome. Failed items remain open for further action.
- 04
Complete handover
Check start confirmation, signing, site tasks and all reinspections. Save client handover documents, date and warranty months. Continue tracking unpaid balances.
Check your work
Confirm completed reinspections, handover evidence and warranty expiry information.
Can site staff approve their own reinspection?
Site staff submit repairs. A manager, administrator or designer records approval within their permissions.
Does handover mean the final payment is received?
No. Completion and payments are tracked separately. Warranty follow-ups can continue in the original project.
Record subcontractors, labour rates and payments
This feature is currently for company administrators only. Prepare scope, rates, dates and payment details.
- 01
Create the work arrangement
Choose subcontractor or worker, then enter name or company, contacts, trade and scope under the correct project.
- 02
Set rates and dates
Choose fixed price, daily, hourly or per-item pricing. Enter rate and quantity, including fractional days or hours, then work dates and payment due date.
- 03
Keep evidence and status
Attach same-project quotes or work arrangements and update status. Unpaid arrangements can be cancelled through the available workflow.
- 04
Record staged payments
Record actual deposits and balances from the arrangement. Payments link directly to project finances; do not duplicate them. Compare agreed cost, paid and outstanding.
Check your work
Check the calculated fee and remaining balance, with each payment counted once.
Why can an accountant not open this page?
Subcontractors and labour currently require company administrator access. Financial access does not expand this permission.
Can I change the payee after payment?
The paid arrangement’s payee and type are locked, and its total cannot fall below the amount already paid.