The Complete Setup & Usage Guide.

Sign In & Set Your Password

Your hub URL · from your welcome email

Open the hub link in your welcome email and sign in with the email and temporary password it lists. On first login you'll set a new password — that's the one you'll use going forward.

You'll land on the Schedule view, empty and ready. Your name and role show top‑right; an orange Edit chip means you're in edit mode. Your company name is already in place from signup.

Find Your Way Around

Top bar · the three views

Get oriented before you build. A toggle near the top switches between three views:

• Schedule — your working grid: employees grouped under their foreman, weeks across the top.
• Analytics — charts and KPIs over any date range (Part 3). Everyone on the team can open it.
• Projection — forecast manpower demand vs your actual schedule (Part 3). Anyone can view it; adding or editing projections is Admin/Editor.

Also up top: your brand mark + company/office name, live KPIs (Employees · Foremen · Projects · On Job), a Night Mode toggle, the Saved sync badge (green = saved; click for the Sync menu), and a live presence indicator — a green dot with a count of teammates online right now (hover it to see who's here). Editing controls appear only if your role can edit.

Brand Your Hub

Admin ▾ → Edit Branding

Make it yours. Under Edit Branding you can set:

• Company logo (PNG, JPG or SVG, up to 5 MB — resized automatically) and company name — they show in the app header, on the login screen, and on every Excel and PDF export.
• Office name (e.g. "Orlando") and a 3‑letter export file code (e.g. "ORL", auto‑uppercased) that prefixes every export's filename.
• An optional Slack / Teams webhook — when you Distribute the schedule, a short heads‑up is also posted to that channel.
• An auto Weekly Digest — toggle it on and pick a day; a server cron emails the "here's next week" summary at 15:00 UTC, no clicks required (you can still send one by hand anytime from the Weekly Digest button).
• The Day Mode toggle — turn it on to schedule per day instead of per week (see section 9).

Add Your Foremen

+ ADD FOREMAN (foreman filter row)

Your roster is organized under foremen/superintendents, so add them first. Click the orange + ADD FOREMAN pill, enter a first (and optional last) name, and save. Each foreman gets a distinct color that runs through their crew's rows, and employees you add get grouped under them.

Each foreman also has a ⋯ menu on their row header (which shows a live crew head‑count, e.g. "12 men"): Rename Foreman, Assign Crew to Project… (fill the whole crew for a week in one click), Clear Crew's Week… (wipe a crew's assignments — weather, off‑weeks, fixes), and Delete Foreman (available once their crew is empty).

Build Your Roster

Add from the grid · Share → Import Roster

Add the people each foreman runs.

• Add people right in the grid — at the bottom of each foreman's crew is an add-employee row; click it and enter the name, an optional EE ID (numbers) and Position (text), and a note.
• New employees get a NEW HIRE badge that auto‑expires after 14 days.
• EE ID and Position show in two separate columns you can hide independently to fit your screen.

• Open Import Roster (CSV) from the Share menu (it accepts the Excel .xlsx template or a plain CSV), download the template, and fill the Roster tab — Superintendent, EE ID, Position, Employee Name (repeat the superintendent on each row, or leave blank to carry down).
• After you pick a file the dialog shows a preview count and flags problems (missing Position, wrong column headers) before you commit.
• Heads‑up: import is a replace — it swaps out the roster you previously imported or added in the app, and lands everyone unassigned (in GAP) so you can schedule fresh.

Add Your Projects

Toolbar → Manage Projects

Projects are the jobs you assign people to. In Manage Projects (Admin/Editor) you can:

• Add a project (a code or name like "SITE‑A") and rename it anytime. Each project is auto‑assigned a color that carries through the grid and analytics.
• Deactivate a finished job — it warns you how many people are on it, clears their upcoming days to GAP so the crew reads as available, and keeps past weeks intact for history. Reactivate anytime to bring it back.
• Delete (admin‑only, and only after deactivating) with a clear Keep history vs Remove all data choice — Keep leaves its past cells counting in analytics.

The list also shows active / inactive / in‑use / unused counts and a search box, and each project shows its dominant supervisor and how many cells use it; inactive jobs tuck behind a collapsible section.

Read the Schedule Grid

Schedule view

The grid is the heart of the hub:

• Rows are employees, grouped under their foreman — whose header shows a live crew head‑count ("12 men") and a ⋯ menu for whole‑crew actions. Collapse a crew to tidy up; terminated people sit in their own collapsed section at the bottom.
• Columns are weeks. Each header shows the week‑of‑year number and flags US holidays with a ★ and the holiday name, so you can plan around Christmas, July 4th, Memorial Day, etc. at a glance. Each cell holds one assignment — a project, or empty (that person's on the bench that week).
• The left columns show Superintendent · EE ID · Position · Name, with status pills (New Hire, PTO, Light Duty), a 📝 note marker, and any skill/trade badges beside the name.
• A highlighted column marks the current week (it glows yellow); the week you click is outlined in orange. Scrolled off somewhere? Jump to Today snaps you right back.

Assign Crew to Projects

Click a cell on the grid

Scheduling is fast:

• Click a cell → pick a project from the Project / Status dropdown → Save (or Clear Cell to empty it).
• Drag‑select a block of cells, then Set Project from the bar at the bottom. The bar shows exactly what you're about to change (men · weeks · date range) before you apply, and Clear Cells asks to confirm first.
• Press Delete to clear a cell (or selection) back to a gap.
• Copy Week duplicates the selected week's plan forward — choose next week, the next 2, 4, 8, or a full quarter (13 weeks). It skips anyone on PTO and carries day‑by‑day splits intact. Ctrl+Z undoes it.
• A whole crew at once: click the ⋯ menu on a foreman's row to Assign Crew to Project or Clear Crew's Week for a week or range — or the ⋯ menu on a single employee's row to assign or clear just that person.

Week Mode vs Day Mode

Admin ▾ → Edit Branding → Day Mode

By default you schedule by the week. Turn on Day Mode (in Edit Branding) and each week splits into Mon–Sun (weekends included and editable), so you can put a person on different jobs on different days. Click any day label in the header — or a day cell in a row — to scope the KPI strip to that single day (it gets an orange ring); click the week number to go back to the whole week. Weekend cells tint cooler so they're easy to tell apart.

A cell where someone changes jobs mid‑week reads as tidy ranges — "Mon–Tue Amazon · Wed–Thu Lab Depot · Fri Amazon" — not a wall of chips.

Statuses, PTO & Notes

Click the ⋯ menu on an employee's row

Every employee row has a ⋯ (three-dots) menu at the end — click it to open the Employee menu, where you manage that person:

• Assign to Project / Clear Schedule — set or wipe this one person's assignment across a week or range, right from the menu (the same thing clicking cells does, just for them).
• Time Off / PTO — block out vacation or sick weeks. Add as many ranges as you need (each From week → To week); they stack in a removable list. Booked‑off weeks can't be scheduled and are subtracted from your available crew in Projection's gap math.
• Edit Note / Status — add a free‑text note (restrictions, bilingual…) or set a status: New Hire, Light Duty, or Terminated. Marking someone Terminated clears their upcoming assignments (past weeks stay for history), drops them into the collapsed Terminated section, and asks if they're eligible for rehire — say yes and they get a green REHIRE OK tag. To bring someone back, open their ⋯ menu and clear the status.
• Badges / Skills — assign reusable, color‑coded badges (operator, finisher, forklift cert…). Pick from your shared catalog or create a new badge; badges power the Trade filter and Projection's skill‑gap analysis.
• Edit Employee (name, EE ID, position), Move to Foreman (reassign to another crew), and Remove from Roster (hides them; past history is kept).

New‑hire badges auto‑expire after 14 days so the roster doesn't get stale.

Filter & Find

Filter bar · Search (Ctrl+K)

Cut the grid down to exactly what you need:

• Foreman pills — click one to focus on that crew, or ALL to show everyone.
• Project Focus — highlight a single job and dim the rest (great for a morning standup). Trade filters to a skill/badge.
• The SHOW menu toggles Future Only (hide past weeks), Hide Off (hide unstaffed people), and Hide Flagged. A badge on it counts how many of these three are on.
• Search (press Ctrl+K) jumps to any employee, EE ID, foreman, project, or note / status text.

Read the KPIs

Top bar + KPI strip

The numbers stay live as you edit:

• Top bar: Employees · Foremen · Projects · On Job for the selected week (or day, in Day Mode). Projects reads staffed‑this‑week / total‑active (e.g. 6/30); On Job is the headcount actually assigned that week.
• The KPI strip shows how many are on assignment, how many are on bench, and the number of active projects — and both of those last two are clickable.
• Click on bench to open the bench list (grouped by crew, with each person's status). From there you can tick several people, pick a project, and bulk‑assign them all to the week at once, or hit Jump to fly to anyone's row. (Viewers see it read‑only.)
• Click the projects count to open an Active Projects list — crew count per job, click a row to see the crew, or Focus the grid on it.
• Each staffed project also gets a chip with its headcount — click it to focus the grid on that job. In Day Mode, scope the whole strip to one day and the chips switch to per‑day headcounts.

Projection: Capacity vs Demand

Top toggle → Projection

Projection is your forward‑looking capacity planner. You lay out the jobs you expect to run and the crew each will need (your demand), and the hub stacks that against the people you actually have plus what's already on the live schedule (your supply) — so you spot the weeks you'll be short before you get there. Anyone on the team can open Projection to view it; adding or editing projections is Admin/Editor.

• Click + ADD PROJECTION and give it a name, a start and end week, and — optionally — the foreman who'll lead it and a required skill/cert (operator, finisher, etc.).
• It drops in as a Gantt bar across those weeks starting at headcount 0. Click any week's cell on the bar to type the crew you'll need that week — the bar fills in as you go.

• + ROW adds a sub‑row under a projection — split one job into buildings or areas, each with its own weeks and headcount. Their demand rolls up to the parent.
• Drag across weeks on a bar to label a phase (e.g. "Footings", "Slab", "Pour") — phases show as named segments along the bar so the timeline reads like a real schedule.
• Per‑row buttons: ↔ shift the whole projection (and its sub‑rows + phases) forward or back, ⎘ duplicate it at a new start date, add a note (context, blockers), or ✕ remove it.

• The strip across the top scores every week: each cell shows the week, the ±delta, and demand / available crew.
• Weeks tint Short (red — demand exceeds your crew), Tight (amber — at or near capacity), or stay comfortable surplus.
• Supply is PTO‑adjusted — anyone booked off that week is subtracted, so the number reflects who's truly available.

• Capacity chips summarize the horizon: Available crew, Peak demand, and counts of Short, Tight, and Surplus weeks — click Short or Tight for the exact weeks.
• Skill gaps — if a projection needs a trade/cert you won't have enough of that week, it flags "need N, have M" so you can hire or cross‑train ahead.
• Foreman conflicts — if two projections name the same foreman in overlapping weeks, it flags the collision (one person can't run two crews at once). Click to review each pair and Acknowledge the ones that are intentional (e.g. two buildings on one job) so they stop counting.

• EXPORT PROJECTION drops the whole forecast to a branded Excel workbook for owner and ops reviews.

Measure with Analytics

Top toggle → Analytics

Available to everyone on the team. Pick a date range — presets cover Last 4/12 weeks, Year to date, This quarter, Next 4/12 weeks, and Rolling ±6 weeks (a look‑ahead pipeline view) — or set From / To weeks by hand.

• KPI tiles roll up the operation: Employees, Avg / Week (with peak), Bench / Week (average unassigned crew, with peak), Projects in range, and Utilization (with active‑foreman count). In Day Mode they read in days (Avg / Day, Bench / Day) and a sixth OT Weeks tile surfaces weekend overtime and the jobs driving it.
• Charts: the manpower curve per project (top 10), headcount per foreman, a current‑week project mix donut, and a utilization trend — all day‑aware when Day Mode is on. Tap the chips above the headcount and mix charts to focus on specific foremen or jobs; your selection sticks.
• Export to a branded multi‑sheet Excel (Summary with charts, By Project, By Foreman, Project Mix — plus an OT Weeks sheet in Day Mode) or a multi‑page PDF report, each stamped with your logo.

Share & Export

Share ▾

Get the schedule out the door, branded with your logo:

• Export Schedule (Excel) — a branded workbook with four sheets: Summary (KPI tiles + a per‑foreman pivot), Men Tracker (the full grid), Project Totals, and Notes (status + rehire flags). Day‑aware in Day Mode; PTO weeks show as labeled cells.
• Print Crew (PDF) — one clean page per foreman; print all crews at once or a single foreman, for the week you pick.
• Weekly Digest — a per‑crew email of next week's assignments (each person with their role, day‑by‑day ranges merged for readability). Pick the week, tweak the text, and send to the team.
• Distribute — one click emails the schedule, XLSX auto‑attached, to your whole team through Planning Ops (no mail app needed). Edit the subject/body, drop individual recipients, and — if you've set a Slack/Teams webhook — post a heads‑up there too. A Send manually option falls back to your own mail app.
• Import Roster (CSV) — bulk‑add crews (supervisor, EE ID, position, name) in one upload (for roster editors); see section 5.

Invite Your Team & Set Roles

Admin ▾ → Manage Users · Admins only

In Manpower Tracker, only Admins manage users. Open Manage Users to invite people, set roles, reset passwords, and reach billing. There are four roles:

• Admin — everything: schedule, roster, projects, users, branding, and billing.
• Editor — runs the schedule: edit cells, manage the roster, add/deactivate projects. No user management or billing.
• Coordinator — a roster‑only role: add/edit people, set PTO and statuses, even import a roster — but can't edit the schedule or projects.
• Viewer — read‑only.

Each person you invite gets a branded welcome email with their sign‑in link and a temporary password automatically — no manual handoff. Your plan includes a set number of seats; if you're full, adding a user is blocked with a prompt to upgrade (section 17) or deactivate someone first. To reset a password, open any user and hit Reset Password — the hub emails them a fresh temporary one and requires a new password at next login (you never see it). Removing a user revokes their access; their record is deactivated, not erased.

Manage Billing

Admin ▾ → Plans & Billings · Admin only

Open Plans & Billing (admin only) to run your whole subscription without leaving the hub:

• Change your plan, seats, or billing cycle — pick a new tier and the hub shows a live proration preview (what you'll be charged or credited) before you confirm.
• Update your card securely in‑app (it never leaves Stripe) and view past invoices.
• Cancel or resume anytime, and add Place & Finish as a discounted bundle in one click.
• Need more? A link opens the full Stripe billing portal.

Your card isn't charged until the 14‑day trial ends — cancel anytime before then and you won't be billed.

Day-to-Day Power Tools

Top bar · the Saved (sync) badge

A few things that make the everyday smoother:

• Night / Day theme — the sun/moon toggle flips the whole UI; light is print‑friendly. (Separate from the Day/Week schedule mode.)
• Saved badge → Sync menu — View History (restore an earlier saved state), Reload from Server (discards any unsaved local changes and pulls the latest), Data Quality & Readiness (catches roster variants, empty crews, orphan projects — the row shows a live issue count), Help & Documentation (opens this guide), Replay Product Tour, and Report an Issue.
• Audit Log (Admin ▾, admins only) — a timestamped trail of who changed the schedule, roster, and users; filter it and export to CSV for the record.
• Works through a dropped connection — if you lose signal the Saved badge shows Offline and your edits queue locally; the hub keeps retrying and syncs everything automatically the moment you're back online.
• Saved Views — save a filter + focus combo ("This week, Concrete only") and recall it later (your saved views are personal to you).
• Every edit auto‑saves and syncs live to everyone in the workspace — no save button. Handy shortcuts: Ctrl+K to search, Ctrl+Z to undo, Delete to clear the selected cell(s), and Esc to close any dialog.