The Complete Setup & Usage Guide.

Sign In & Set Your Password

Open the hub link in your welcome email (your company.planningops.com workspace) 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 (Collaborators land on the Lookahead instead — more on that role in section 16). Your company name is already in place from signup.

Find Your Way Around

Before you build anything, get oriented. The view toggle at the top center switches between:

• Schedule — your day-to-day board. Projects are rows, days are columns; pours show as colored pills.
• Lookahead — a 365-day planning grid for upcoming and target work (Part 3).
• Analytics — date-range rollups of pours, yards, and cancellations (Part 3). Admin/Editor only.

What you see depends on your role: Admins and Editors get all three views; Viewers get the Schedule and Lookahead (read-only, no Analytics); Collaborators get only the Lookahead, scoped to their office.

Also worth knowing up top: your role badge (shows "Admin" or "Edit" next to your name), the Synced badge (a cloud icon — green when everything's saved; click it for the log, version history, and Help), a live presence indicator (a pulsing "N ONLINE" badge — hover for who's here), and a Night / Day mode toggle. Editing controls only appear if your role can edit.

Brand Your Hub

Upload your company logo (PNG, JPG or SVG, up to 8 MB — auto-resized for crisp headers and export bands) and confirm your company name. This brands every screen, plus your login splash, your tenant's branded portal at your-company.planningops.com, and every PDF, Excel export, and schedule email your crews and clients receive — so everything that leaves the hub looks like your company, not a generic tool. Use Reset to P&F default anytime to drop back to the stock mark.

Turn On the Features You Use

The hub flexes to how your shop runs. Switch these on or off per workspace — when one's off, every trace of it (toolbar button, pour-editor fields, exports) disappears, so the board stays clean.

• Truck Drivers On by default
  Track delivery & pickup drivers on the schedule. Adds a Truck Drivers roster, per-day driver assignments with pickup/dropoff direction and notes, and steel logistics pills beneath each cell's pours.
• Screeds & Operators On by default
  For shops that own their screeds. Adds Screed (number + model) and Operator rosters, and turns the pour's Screed # / Operator fields into quick dropdowns instead of free text.
• Pumps & Operators Off by default
  For shops that track concrete pump trucks. Adds Pump (unit #, boom size, make/model), Pump Operator, and Pump Subcontractor rosters, and expands the pour's Concrete Pump checkbox into pump size + operator/subcontractor detail. Left off, the Concrete Pump box stays a simple yes/no.

Set Up Your Offices

Offices are your regions or branches (Atlanta, Orlando, and so on). Every project belongs to one, and the office drives the color and grouping on the board and in exports.

• Click Manage Offices, then Add Office.
• As you type the office name, a 3-letter code is suggested automatically (ATLANTA → ATL); override it anytime.
• A color is auto-assigned; pick your own from the swatches if you'd rather (you'll get a heads-up if two offices would clash).
• Repeat for each region you run. Each office shows a live project count; to rename or recolor one later click Edit (the 3-letter code locks once set), or delete it from the same panel.

Build Your Rosters

Enter your people and equipment once, then pick them from dropdowns when you schedule. Each roster has its own toolbar button (the equipment ones appear only if you turned that feature on in step 4).

• Add each in-house crew and subcontractor. Set the type — P&F (in-house) or P&F Sub.
• Each team needs a name, a contact email, and a phone — these are where cancellation alerts are sent (email today; SMS texting where enabled). P&F teams use a lead's details; P&F Subs use the subcontractor company's.

• Add each driver (name, phone, email). You'll tag them on a day as a dropoff or pickup.

• Add your screeds (number + model), operators, and any screed subcontractors you hire out to. These become the dropdowns on a pour.

• Add your pumps (unit #, boom size, make/model), pump operators, and any pump subcontractors you hire out to.

Add Your Projects

Each project is a row on your schedule. Create one for every active job.

• Pick the office, then enter the job #, project name, and site address — just the street and ZIP; City and State fill in automatically from the ZIP.
• Save the project, then click Edit on its row to add contacts — ready-made role slots (Project Manager, Superintendent, Operations Manager, Ready Mix Supplier, Concrete Pump) plus your own custom rows. Each takes a name, email, and phone, and you choose how they're notified: Email, SMS, both, or off. Start typing and the hub suggests people you've used on other projects. A red dot on the Edit button means there's no usable contact saved yet.

Need to retire a job? Open its Edit panel and Deactivate it — it drops to a collapsed section at the bottom and out of the working view (if upcoming pours are still scheduled, the hub warns you first). Admins can fully Delete a deactivated project: keep its history (completed pours and yards stay counted in analytics and exports) or erase it entirely.

Schedule a Pour

Clicking a cell opens the pour editor. Fill in as much or as little as you need:

• Pour type — tap a colored tile (SOG, FDN, Panels…) or type your own label.
• Yards — committed cubic yards (rolls into your totals and analytics).
• Start time — flexible input; type "14:30", "2:30p", or just "8" and it normalizes.
• P&F Team — assign the crew from your roster.
• Concrete Pump — check it; if the Pumps feature is on, it expands to pick Our pump (unit + boom + operator) or a subcontractor.
• Laser Screed — on flatwork pours, check it to pick Our screed (screed # + operator, from your roster when the Screeds feature is on — plain text fields if it's off) or a subcontractor. On paving pours a 3D Paving toggle appears too. (Laser Screed is hidden on non-flatwork pours like dock pits, sidewalks, curbs, and foundations.)
• Location — where on site (e.g. Dock 4, North bay, Building A); shows on the pour's hover card.
• Notes — anything the crew needs to know.
• Status — Pending by default → Confirmed (turns green) as it locks in → Canceled (red, kicks off the notify flow in section 12).

Two fast ways to place a pour: click a cell and fill the editor, or drag a pour-type tile from the palette strip straight onto an empty cell for a one-gesture assign (works with touch on a tablet). When adding, you can tick several days in the mini calendar and drop the same pour on each ("Add to 3 days"). Already placed? Drag the pill to another day — no re-entry. Multiple pours can stack on the same day.

Add Truck Logistics if enabled

Each day cell has a Logistics sub-lane under the pours. Add a delivery or pickup independently of any pour:

• Pick a driver from your roster (their phone shows on the pill). Stack multiple drivers on one day.
• Set the direction — ↓ Dropoff (arriving) or ↑ Pickup (leaving) by tapping the chip — and edit its note (gate code, dispatch #, material) anytime.
• It renders as a steel logistics pill beneath that day's pours, and rides along in your Excel/PDF exports.

Read the Board at a Glance

The board surfaces the day's reality without you digging:

• This Week's Load strip — Today / Tomorrow / This Week / Next Week pour counts and committed yards per window, plus Active Jobs. Cards group by office; numbers exclude canceled pours and update live. Click an office label to filter the board to it.
• Hover any pour for a full detail card — crew (P&F vs P&F SUB), start time, yards, pump, screed/operator, location, status, and notes — without opening the editor.
• Pill badges tell each pour's state at a glance — a green CONFIRMED or red CANCELED badge, a yellow 3D chip, a note icon, a green ✓ when it was approved from the Lookahead, and a red ⚠ if a resource clashes.
• Weather chips — high/low, icon, rain %, and total precip on every cell of any project with a ZIP; hot (≥95°), cold (≤32°), or heavy-rain (≥50%) days tint rose or blue with a bold red !.
• Holidays — US federal holidays are auto-marked: the day's column gets a rose/gold tint and a ★, so you won't schedule on a day the plant's closed. No setup.
• Month View — click the Today badge in the top bar for a full-month calendar; tap any day to Confirm, Cancel, or Edit its pours, drag a pour to another date, and see holidays called out.
• Presenter focus — click any date's column header to spotlight that whole day in fuchsia, handy when walking a room through a specific day; click again to clear.
• Search — filter projects by job name, job #, pour label, or note text.
• Presence — a pulsing "N ONLINE" badge shows how many teammates are in the workspace right now (hover for their names), so two people don't collide on the same edit.

Catch Double-Bookings

The instant the same resource is booked on two jobs the same day, the hub flags it — crews, and (if those features are on) screed numbers, operators, pumps, and pump operators too.

• A red ⚠ appears on the clashing pour; click it for a popover that names every other job the resource is on that day, each a button that jumps straight there.
• A Double-Bookings bar above the board shows the running count and expands to the full list (collapse or dismiss it until the count changes).
• You're warned right in the editor the moment you assign a resource that's already booked.
• Subcontractors are the exception — a screed or pump sub on two jobs shows a soft FYI, not a hard ⚠, since a sub can run more than one crew. Canceled pours never raise a clash.
• Every clash is listed in your Excel and PDF exports, too.

Cancel a Pour & Notify Everyone

Rain-out or a customer push? Set the pour's status to Canceled and pick a reason — Weather, Customer Delay, Material Issue, Crew Unavailable, Equipment Issue, or Other. Pick Weather and a second chooser appears for the exact trigger — Rain, Cold, Heat, Snow / Ice, Wind, or Other weather — so your reasons stay specific (and feed the weather analytics later). The hub then opens a "Notify on cancellation" dialog and runs the whole phone tree for you.

The Recipients list is assembled automatically and shown in full before you send, so you can see exactly who's getting it:

• Every project contact you've added (PM, super, GC…).
• The assigned crew — both the on-site lead and the company/dispatch office email, pulled straight from your P&F Teams roster (so you never have to re-add crew emails to each project).
• The assigned screed operator or subcontractor, and the pump operator or subcontractor, whenever those are on the pour.
• Duplicates are merged, so nobody gets two copies, and any contact you've set to "no notify" is left off. The notice carries the project address so everyone knows which site. (No contacts on the project yet? The dialog tells you, and you can still Skip.)

Anyone with a mobile number on file is set up to get a text alongside the email — the system checks your opt-out list before any text goes out, and after sending you get a quick tally of how many emails and texts actually went (texts are skipped if SMS isn't provisioned for your workspace).

• Set a "Rescheduled to" date and time, or leave it blank and the notice goes out marked "Pending — supplier confirmation needed." (It even shows the original pour time as a reference so you don't fat-finger the new one.)
• Leave "Also create a new pour entry on the reschedule date" checked (on by default) and the hub clones the canceled pour onto the new day — same label, yards, and crew, status reset to Pending — so you don't re-enter it. Cloned to the wrong day? A one-click Undo on the confirmation toast pulls just that new entry back.
• Add an optional Note and it rides along in the email body.

• Click Send & Reschedule (or Send notification if you left the date blank). A quick confirm step — "Send cancellation notice to N recipients?" — guards against an accidental send; confirm and it's out.
• The email goes High Importance (the red ! in Outlook, a ❗ in the subject line for every other client) so it doesn't get buried.
• Don't want to notify anyone? Skip leaves the pour canceled and sends nothing — the notice is always optional.
• Already sent one? The pour editor shows "last sent {time}" and the button becomes Re-notify contacts of cancellation — handy once a reschedule date firms up.

Plan Ahead with the Lookahead

The Lookahead is a 365-day rolling grid for the big picture. Projects are grouped by city into Current (active jobs) and Target (work you're chasing, with a 🎯 ETA chip), so your whole pipeline lives in one view. (It's a desktop/tablet view — best on a bigger screen.)

• Drag pour-type tiles onto future (project × date) cells to rough in upcoming work; drag a placed pill to a new cell to move it, or hit its × to remove it.
• + Add project spins up a new Current or Target project inline; click any project to rename it, delete it, or set a Target's estimated start date. An All cities filter narrows the grid to one office, and Today snaps back to the current date.
• Approve → Schedule: once a sketched pill lines up with a real Schedule project, Admins/Editors hover it and click the green ✓ to push it onto the Schedule — the two link with a ✓ badge. Uncheck to pull it back off. Approved pills lock here; you edit them on the Schedule.
• Flip On Schedule shown to overlay everything already locked on the Schedule — approved pills plus dashed "ghost" chips for pours added directly on the Schedule. Click a ghost (Admin/Editor) to jump straight to it.
• When a target job becomes real, click its pill and Promote to Project (enter job #, address, ZIP) — it spins up a matching Schedule project, and its city's pills flip from Target to Current.
• Export the whole 365-day plan to a branded Excel or PDF right here — toggle the format, then Export Lookahead (Target pills carry their 🎯 ETA into the file).

Measure with Analytics

Snap to This Week, This Month, Last 30 / 90 Days, Year to Date, or a Custom range, then filter down to any set of regions and split by crew type — All, P&F, or P&F SUB. (Viewers and Collaborators don't see this view.)

• Five headline tiles — Total Pours, Total Yards, Confirmed % , Canceled % (each with its pour count), and Active Crews.
• Breakdowns by Project, Pour Type, Crew (with days-worked and cancel %), and Region — plus the reasons pours fell through.
• Screed & Pump utilization bands (when you track them) — each unit, operator, and subcontractor with its pours, yards, days worked, and cancel rate.
• Equipment Usage (pump / laser screed / 3D paving share) and a Weather Impact card — cancel rates by rain level, hot/cold-day counts, and the average conditions on every weather-canceled pour.
• Export to a branded multi-sheet Excel or PDF — complete with pie charts for cancellation reasons and weather. (Deleting a project lets you keep its completed pours in analytics or drop them, so the numbers reflect exactly the work you want measured.)

Share & Export

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

• Email Schedule… (Admins/Editors) — opens a composer pre-filled with every active user, an editable Subject and Message, and removable recipient pills (drop someone for just this send without touching the directory). Send Now delivers the email and the branded Excel attachment straight from the server — one click, no mail app — and logs it to History. Prefer your own client? Fall back to Mail App, Open in Outlook, or Copy contents.
• Export the schedule from Share ▾ as a branded Excel or PDF — complete with stat tiles, region pivots, the double-bookings list, and your truck-logistics band. The Lookahead and Analytics views each carry their own Export button (with a PDF / Excel toggle) right in that view.

Invite Your Team & Set Roles

Both Admins and Editors can open Admin ▾ → Users… to invite people, change roles, and send password resets. (Viewers and Collaborators don't get the Users screen at all.) Every new user is automatically emailed a temporary password and your hub link — you never see their password; they set their own on first sign-in. Your plan includes a fixed number of seats; if you're at the limit, adding a user is blocked until you remove one or raise your seat band in Plans & Billings (section 17). A Filter by name or email box up top finds anyone fast in a long list.

• Admin — full control: the entire schedule, every feature, branding, billing, deleting projects, and managing every user.
• Editor — runs the day-to-day: edits the Schedule, Lookahead, projects, crews, and branding. Can't touch billing or permanently delete projects. Can manage users — within limits (see the ladder below).
• Collaborator — a city-scoped role for field leads; edits one office's Lookahead only (detailed further down).
• Viewer — read-only; sees the Schedule and Lookahead, not Analytics.

User management is tiered, so you can delegate building out the team without handing over the keys:

• Admin — creates and manages any role (Admins, Editors, Collaborators, Viewers), and is the only one who can grant the Primary‑Editor flag.
• Primary Editor — creates and manages Editors and Viewers (not Admins, not other Primaries). This lets a lead build out their own editor bench without pulling in an admin.
• Editor (regular) — creates and manages Viewers only.

Each level only ever sees the people it's allowed to manage in the Users list, so there's no way to step on someone above you.

"Primary" is a flag an Admin sets on a single Editor. It promotes that editor so they can add and manage other (non‑primary) editors, not just viewers — ideal when you want a right‑hand person running the team while you stay out of the weeds.

• Only an Admin can grant or move the Primary flag, and there's only one Primary Editor at a time — assign it to someone new and it transfers automatically.
• A Primary Editor can't be edited or removed by other editors, and still can't create Admins or touch another Primary.
• The flag only applies to the Editor role; it shows as an amber Primary badge on that person's row in the Users list.

The Collaborator role is built for an area super or field lead who owns the upcoming work for one region and shouldn't touch the master schedule. You pin them to a single office, and the hub locks them to exactly that — one screen, one city.

To set it up:

• Open Admin ▾ → Users… and invite the person (or edit an existing user).
• Set their role to Collaborator.
• A City dropdown appears — choose the office/region they're responsible for, straight from your active offices. It's required for this role; a Collaborator must be tied to one office.
• Save. They're now scoped to that single city.

What they can — and can't — do:

• They sign in straight into the Lookahead. The Schedule and Analytics views are hidden from them entirely — there's nothing else to get lost in.
• On the Lookahead, they can only make changes to their assigned office — staging and claiming weeks for that one city. Every other city is read-only to them, enforced on the server, not just hidden in the UI.
• Their edits sync live to you and your PMs watching the full board, so each region's plan stays current without you handing over the keys to the whole schedule.

Manage Billing

Opens Plans & Billings — your full in-hub billing screen, no bouncing out to a portal:

• Current plan — product, tier, seat count, billing cycle, status, and your next charge (or trial-end) date at a glance.
• Change plan / seats — move up or down a tier in one click; a Review plan change step shows the exact proration (prorated charge or account credit) before you confirm. Downgrades warn you if your active seats exceed the new cap.
• Switch billing cycle — flip monthly ↔ annual (annual is two months free).
• Add the other app — switch to the Bundle (Manpower + Place & Finish) right here, with the monthly savings shown.
• Update card (inline, secure — it never leaves Stripe), View invoices with PDF downloads, and Cancel — cancellation runs to the end of your paid period, asks an optional reason, and keeps your data restorable for 30 days. Changed your mind? Resume subscription un-cancels with one click.

Your card isn't charged until the 14-day trial ends.

Day-to-Day Power Tools

A few things that make the everyday smoother:

• Night / Day mode — flip the whole UI between dark and a print-friendly light theme.
• Sync menu (click the Synced cloud badge) — View Log (an audit trail of every edit) and View Versions (restore from snapshot history, up to 25 saved states) show when your role can edit; Help (opens this Getting Started guide in a new tab), Replay product tour, and Report an issue are there for everyone.
• Report an issue (same Sync menu) — opens a mail composer with your session diagnostics already filled in, so support can debug fast; just add the recipient and send.
• Every edit auto-saves to the cloud and syncs live to anyone else in the workspace — no save button to remember.