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Project Settings

Exploring SiteMax Systems: A Guide to Project Settings

Kelly Shee avatar
Written by Kelly Shee
Updated today

Dashboard > Select a Project > Settings

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to access all areas of Project Settings, users will need Manage permissions for Projects

When navigating through SiteMax Systems, you'll come across two important areas: Company Settings and Project Settings. These serve as hubs for configuring preferences, settings, and specific details pertaining to your projects. Let's take a closer look at Project Settings!

Project Settings

Scope: Unlike Company Settings, Project Settings are specific to individual projects within the company's SiteMax account.

Purpose: These settings allow for a high degree of customization and management of project-specific details, preferences, and configurations.

Managed by: Project managers, admins, and users with project-level permissions are responsible for handling these settings.Components of Project Settings.

1. Info Tab

This part holds important details about the project. It's like a central storage for all the key information specific to the project.
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​Aside from entering your Project's name, number, and address, you can also view it on Google Maps, and receive your co-ordinates


The Project's Info tab is where you can set up all the necessary information for your Project:

Project QR Codes

Your Project's QR Code is what allows external users to access the project. This can be necessary when using Siteflows or Project Notices

Learn more here!

Project QR Codes

Project Tags

Assign any necessary tags to the Project

Learn more about Project Tags here!

Project Tags

Project Branding

Upload any specific branding (ie; logos) to the project

  1. Click the "Project Branding" button

  2. Click "Browse" to locate your file

  3. Select the file you want to use for your project branding

  4. Click "Upload" to upload the file

  5. Click "Save" to save your Project Brand
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External ID

Choose how you want your Project to read for external access

Notes

Add any notes necessary for the Project

Status

View and set your Project's status (Active, On Deck, Completed)

Start/Completion Dates/Project Progress

Set your Project's Start and/or Completion Dates, which will determine the Project's progress

Geo-fence Radius

Determine the radius for your Project's Geo-fence

Learn more about Geo-fence!

Project Settings - Geo-Fence

Site/Safety Contacts

Assigning your Project's Site and Safety contacts helps when distributing forms, or other items that require their attention

2. Day View Tab

This section is where you can set up and customize your Project's Daily Reports.

What is a Daily Report?

The Daily Report feature allows project managers and superintendents to receive project information conveniently delivered to their email inboxes on a daily basis. This guide will walk you through the process of setting up and customizing your Daily Reports in the Project Settings - Day View section.

Begin by selecting a project, then select the "Project Settings" module from the sidebar menu and click the "Day View" tab.
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On the Day View page, you can customize the content of your Daily Report:

Content

In this section, you have the option to include various important elements that contribute to a comprehensive Daily Report. These elements have essential information such as Weather, Photos, Photos Markup, Timecards, Check-In records, Purchase Orders, Purchase Orders' PDFs, and Punchlist updates.

Site/Safety Reports

In this section, you can choose to include specific forms or reports related to the project you would like included in the Daily Report. Including these reports provides a comprehensive overview of the activities and safety observations on the site for that day.

Scheduling the Daily Report Delivery

Once you have determined the report content, proceed to schedule the delivery in the "schedule" section.

  1. Select Distribution Send Time

    1. Choose the time you prefer to receive the Daily Report in your email inbox.

    2. Ensure that the selected time allows for the necessary paperwork to be completed beforehand.

  2. Select Days of the Week

    1. Select the specific days of the week on which you want to receive the Daily Report.

    2. You can choose one or multiple days based on your project requirements.

  3. Recipients

    1. Determine the recipients who should receive the Daily Report.

    2. Recipients can include users within your organization or external stakeholders involved in the project.

    3. Ensure that you select the appropriate recipients based on the content of the report.

Finalizing Daily Report Configuration

After configuring all the necessary settings, review your selections to ensure they align with your project's requirements. Once you are satisfied, SAVE the settings to activate the Daily Reports for your project.
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3. Lists Tab

Under the Lists Tab within Project Settings, you'll find several sub-tabs similar to those in Company Settings, tailored specifically for the project:

Cost Codes

This enables the allocation of costs to specific categories within the context of the project.

Here you can assign existing codes to the required context

Add new, Unique Cost Codes to your project

Or import multiple cost codes from other projects

Phases

Here is where you can add the phases created in your Company Settings to your project.

  1. Click on the +Add Phase

  2. Select an existing Phase

  3. Click Save to add your Phase

Divisions

Divisions are necessary in Submittals, as they allow you to efficiently filter and organize the submittals based on the defined divisions within your project. This enables you to easily locate and review the submittals specific to each.

To add Divisions

  1. Click the "Add Divisions" button

  2. This will open a form where you can enter the details of the new division

  3. After adding or editing divisions, ensure to click "Save" to apply the changes.

Note: When you upload your spec book, your divisions will be automatically updated with the naming convention used in your spec book for each division. You always have the ability to change it back manually.

To make any edits to your Divisions, simply click on the Division and enter the updated information.

Locations

Locations help in specifying where particular tasks or activities are taking place within the project. Here, you can easily set up, add, or handle locations for Submittals, Punch Items, RFIs, and Change Orders. It is presented in table format with separate parts for each module. This makes it easy to see if a specific location is enabled or not for the related column or module in that project.

Sub locations

Sub locations give users the ability to link different SiteMax objects (e.g., RFIs, Submittals, and more) to specific locations on a job site. This helps project team members pinpoint the exact location(s) on a job site where a defect was observed, where equipment is to be installed, or where a project change order occurred.

For example:

Let's say your project includes the construction of a parking lot, you might want to set up sublocations as follows:

  • Parking Lot A > Ground Floor > East

  • Parking Lot A > Ground Floor > West

  • Parking Lot A > Level Two > East

  • Parking Lot A > Level Two > West

In the "Level" column of Locations, you'll notice arrows with different numbers.

  • One Arrow (>): Signifies the main location.

  • Two Arrows (>>): Sublocation of the main one.

  • Three Arrows (>>>): Sublocation of the "Two arrows (>>)".

  • Four Arrows (>>>>): Sublocation of the "Three Arrows (>>>)".

Where can you use Locations?

You may use it when creating or managing:

  1. Submittals

  2. Punch Items
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  3. RFIs

  4. Change Orders

Creating a New Location

  1. Manage Locations: To add a new location, click on the "Manage Locations" button.

  2. Fill in Details: You'll need to provide some basic information like the Parent Location and Name. This is to ensure the new location is correctly placed within your project.

  3. Save & Close: Once you've filled in the necessary fields, hit the "Save & Close" button.

Managing Locations

Need to make changes to an existing location? It's a breeze!

  1. Click on the Location: Find the location you want to manage and simply click on it.

Remember, when you create a location, it automatically applies to Submittals, Punch List, RFI, and Change Orders. If you want to adjust this:

  1. Actions Menu: Select the location you want to manage.

  2. Dropdown Options: Click on "Actions," and a menu will appear.

  3. Customize as Needed: Here, you can choose to copy, enable, disable, or delete the location as per your project's requirements.
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Specifications


What are Specifications?

Specifications are used in submittals. These are detailed instructions or descriptions of the materials, products, or work that need to be provided or completed for a construction project or other types of projects.
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What is the purpose of Specifications?

Specifications serve as a guide for everyone involved in a project. Specifications detail what materials to use, how to use them, and how to put everything together to build or create something according to a particular plan or design.

How to Add Specifications

Adding specifications is a straightforward process in SiteMax Systems. Follow these steps:

  1. Click on "+ Upload New Specs"

    1. if you already have a ready file that details the specifications.

  2. Click "Manually Add Sections"

    1. If you want to input the specifications directly.

  4. Save Your Changes

    1. Don't forget to click the 'Save' button to seal the deal.

Where Can Specifications Be Used?

Specifications are important before sending out submittals, it provides clear instructions or descriptions of the materials, products, or work that need to be provided or completed for a construction project. How? Follow these steps:

  1. From the Same Project:

    1. Go to the submittals module in the same project where you added the specifications.

  2. Find the Specifications Section:

    1. You will find the specifications section either when you add submittals or when you click on an existing submittal. The name of the section will be "Section."

4. Modules Tab

Within the Modules Tab, you'll find several specialized modules that are vital to the project:

Forms

In the Forms tab, you can manage your Form PDF Header Settings and Distribution at the Project level, as well as find your Form QR Codes.

Purchase Orders

In the Purchase Orders tab, you can set up your Billing/Shipping Address, add your accounting emails, set up the Approval Workflow needed for your project, and assign your approvers.

Change Orders

The Change Orders tab is where you can set up your accounting emails, as well as your preferred addresses

Power Modules

Punch List

In your Punch List tab you can set up the distribution needed for your Punch Items and reports

Custom Email Distribution List

One of the options available at the Project level is the ability to add recipients to the project's Custom Email Distribution list. This allows you to create a specific list of individuals who will receive Punch List updates and notifications.

To add recipients to the Custom Email Distribution list, follow these steps:

  1. Navigate to Project Settings > Modules > Punch List

  2. Click on the +Add email distribution button

  3. Enter the Name and Email of the recipient

  4. Click on Save

Being added to the Project's custom email distribution list, recipients will receive an email for each Action they are designated as a target notifier for.

You can also remove recipients from the Custom Email Distribution list by:

  1. Navigate to Project Settings > Modules > Punch List

  2. Click on the three-dot button on the right of the Recipient's email

  3. Click Delete

  4. Confirm the action by clicking OK

Automated Report Distribution

At the Project level, another feature is Automated Report Distribution, allowing you to schedule Punch List reports to be sent to your trades automatically, ensuring they are always informed. Reports will include the Punch Items generated for the project and can be configured to automatically send on a daily, weekly, and/or monthly basis.

To set up Automated Report Distribution, follow these steps:

  1. Navigate to Project Settings > Modules > Punch List

  2. Click on the +Add report distribution button

  3. Select the recipients for the Report Distribution by entering the Company, Assigned User, or selecting the checkbox for the Office Manager and/or Field Manager

  4. Choose a Cadence (schedule) for the report distribution. Choose from Daily, Weekly, or Monthly reporting for the Project Punch List reports

  5. Click "Save" to exit

You can delete existing Automated Report Distributions by:

  1. Navigate to Project Settings > Modules > Punch List

  2. Click on the three-dot button on the right of the Recipient's email

  3. Click Delete
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  4. Confirm the action by clicking OK

Siteflow

This tab houses the QR Codes created for your various Siteflows within your project.

Learn more about Siteflow!

Siteflow - Create a Flow

Submittals

The Submittals tab allows you to enable your default Due Date timeline and Workflows for your Project's Submittals

Learn about Project Settings in the Mobile App!

Project Settings - Mobile
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