User Manual

This is the official TaskRox User Manual. It is current as of June 2026.

TaskRox is a B2B SaaS project and operations management platform built for construction, civil, mining, and infrastructure teams.

Domain: taskrox.com

TaskRox is structured around a unified project hub with project modules and global operations areas.

This manual module index includes:

• Projects, sites + workspaces — Projects, sites, programs, shutdowns, maintenance — workspace types explained
• Getting started — Org setup, inviting members, first project, navigation
• Global Search — Command palette: workspace-wide search across supported modules, people, help and actions (Ctrl+K)
• My Tasks — Cross-project work queue, due dates, priorities, deep links
• Notifications — Unread inbox, event feed, email-backed alerts, mark-read flow
• Gantt — Schedule, dependencies, calendar presets, working-day rules
• Kanban — Task cards, drag-drop, priorities, detail sheet
• Calendar — Aggregated timeline of Kanban tasks and cross-module events
• Resources — Project personnel, plant, materials, and QR asset custody
• Org Chart — Interactive reporting hierarchy with company grouping and supervisor links
• Daily Reports — Structured shift reports: labour, plant, production, approvals, exports, payroll handoff — includes the narrative site log (absorbed the former Site Diary)
• Photos — Central project photo library, albums, linked evidence, timeline
• RFI — Issue, respond, approve, close, edit history
• QA (TR / NCR / ITP) — Test requests, NATA flow, hold points, non-conformances
• Defect List — Punch-list capture, workflow, ball-in-court, overdue, pin-drop, escalate-to-NCR, close-out certificate
• HSE — Grouped safety workspace: incidents, risk tools, assurance, insights
• MOC — Change register, approvals, briefings, verification
• Decisions — Governance register, candidate queue, approvals, RFI/MOC integration
• Budget & BOQ — Cost tracking, BOQ linkage, committed/forecast, AG Grid BOQ, Excel import
• Spreadsheet — In-app workbooks with formulas, named ranges, protection, .xwbk/.xlsx/CSV import-export, and BOQ integration
• Expense Management — Employee/field expense claims, approvals, receipt attachments, project/cost-code/budget links, CSV/XLSX exports
• Payroll execution (AU federal + NSW) — Phase E v1 Australian payroll execution on top of a pre-configured payroll setup — PAYG via ATO Schedule 1, SG at 12% per SGAA §19, Reg 3.46 payslips, STP P2 PAYEVNT.0004, BECS bank file. No in-product setup path in v1 — setup primitives are populated via implementation / back-office configuration outside the shipped UI. Self-service setup / origination UIs queued for a future phase. See mandatory v1 scope & compliance disclosure.
• Documents — Folders, revisions, transmittals, reviews, templates, generated documents
• TMP — Traffic Management Plan register, canvas layouts, rule warnings, exports
• Correspondence — Project email workspace, drafts, issue register, formal sender identities, AI assist
• SMS — External SMS, campaigns, inbox, delivery tracking, opt-outs, governed notices
• Wall — Project feed, media upload, reactions, category filters
• Messages — Channel-based messaging, auto-created #general
• Contacts — Stakeholder directory, contact types, CSV export
• Business Register — Company register, business profiles, Supplier Enquiries, project call-down tracking
• Contractor Insurance — Vendor insurance compliance: company policy register, project requirements, compliance matrix, certificates, expiry tracking
• E-Signature — Saved signatures, sending generated docs for signature, internal + external signing ceremonies, tamper-evident sealed PDFs, signatory authority
• Reports — Cross-module stats, register summaries
• Closeout — Completion report, lessons learnt, readiness, follow-on actions, contract improvements, archive readiness
• Workforce — People, matrix, requirements, mobilisation, expiries, exceptions
• Training — Training Library, sessions, enrolments, worker evidence, expiries — one source of truth across org and project
• Roster — Rotation patterns, crew swings, day overrides, fatigue advisory, attendance reconciliation
• Fleet & Plant — Organisation fleet, Plant Library, maintenance plans, work orders, faults, parts, downtime, and reliability analytics
• Asset Tracking — Location tracking for assets, fleet, geofences, last-seen status, alerts
• AI Studio — Project-aware chat, generated reports, saved outputs
• Roles & permissions — Org roles, role templates, module permission levels, overrides
• Project settings — Schedule/calendar, team roles, General, Notifications
• Account & org settings — Profile, preferences, security, members, assets, fleet, billing
• Administration — Platform-wide overview, organisations, users, projects, login history
• Troubleshooting & support — Common issues, file uploads, email notifications, data export

Access to each module is controlled by role-based permissions.

TaskRox is a project and operations management system for construction, civil, mining, infrastructure and asset-intensive teams.

> Use a Project for work that will be delivered and closed out. Use a Site for ongoing sites, facilities, fleets, plants, quarries, or business activities that continue across reporting periods.

A workspace in TaskRox may represent:

All workspace types use the same modules, RBAC model, and reporting structure. The difference is in how the work is framed — finite delivery versus an ongoing operating location.

The two-digit year in a site name (e.g. *Blue Rock Quarry 26*) is a reporting period, not a closeout date. A new annual workspace can be opened each reporting year without "closing out" the underlying operating site.

A project workspace is for temporary delivery work with defined scope, budget, programme, completion and closeout.

Typical examples: - Capital construction works - Civil earthworks packages - Infrastructure upgrades - Building fit-outs - Remediation or rehabilitation programs

Projects use the Gantt for construction programs, QA for test requests and ITPs, HSE for incident management, Budget for cost tracking against a defined contract value, and Closeout for the formal completion / handover workflow.

Workspace code vs contract code. The short *workspace code* (e.g. NRTSF-26) is for navigation, registers and sidebar. The formal *contract code* (PRJ- prefix, e.g. PRJ-NRTSF-26-F6A6) is the commercial wrapper used in formal documents. They are separate concepts — don't combine them on the workspace code.

A site workspace is for an ongoing operating location or business activity that continues beyond a single project lifecycle — it never "closes out".

Typical examples: - Quarry operations (crushing, screening, haulage, rehabilitation) - Landfill operations (cell construction, daily cover, compliance monitoring) - Civil plant yards (fleet maintenance, mobilisation, utilisation tracking) - Maintenance workshops (work orders, faults, service plans) - Mine support operations (drill and blast, load and haul support) - Facilities and asset operations

Sites use the Gantt for rolling schedules (annual compliance, planned maintenance, production campaigns), Daily Reports for shift-by-shift production and labour capture, Fleet for equipment registers and compliance, Workforce for operator readiness, and HSE for ongoing safety management.

Reporting periods, not closeout dates. If a site has an annual workspace (for example *Blue Rock Quarry 26*), the year is a reporting/operating period. The underlying operating site is not "closed out" the way a project is — a new annual workspace can be opened each reporting year, while compliance, fleet, workforce and HSE records continue to be tracked against the operating site.

Workspace code vs program code. The short *workspace code* (e.g. BRQ-26) is for navigation, registers and sidebar. The formal *program code* (OP- prefix, e.g. OP-BRQ-26) is the operating/program wrapper used in formal documents — a site still runs an operating program, so the OP- prefix is kept. They are separate concepts — don't confuse them.

Programs group related works — for example, a council annual roads program or a multi-site capital works rollout.

Shutdowns represent short, controlled execution windows — a crusher shutdown, plant turnaround, or scheduled outage — where the Gantt becomes a tightly sequenced execution schedule.

Maintenance workspaces track recurring maintenance and control streams — fleet maintenance programs, statutory inspection schedules, or planned equipment overhauls.

All three types use the same TaskRox modules. The workspace type helps frame the dashboard, Gantt, and reporting context.

The Gantt is relevant for operations as well as projects. For operations, the Gantt functions as a rolling operational schedule rather than a finite construction program.

Operational Gantt examples: - Annual compliance calendar - Planned maintenance schedule - Campaign crushing schedule - Quarry stage development - Rehabilitation works - Statutory inspections - Workforce training and refresher windows - Shutdowns and outages - Budget and reporting cycles

Use the same dependency types, calendar settings, and scheduling rules — the difference is in the planning horizon and the ongoing nature of the work.

All existing TaskRox modules work for operations workspaces:

• Dashboard — operational snapshot of status, metrics, and activity
• Gantt — rolling operational schedules, annual plans, maintenance campaigns
• Daily Reports — shift-by-shift production, labour, plant hours, and approvals
• Fleet — equipment register, compliance, service status, utilisation
• Workforce — operator readiness, licences, inductions, medicals, competencies
• Training — courses, sessions, refreshers, and competency outcomes
• HSE — incidents, hazards, inspections, toolbox talks, critical risks, SWMS/JSA
• QA — inspections, test requests, non-conformances
• Budget — labour, plant, materials, contractors, budget and variance
• Documents — controlled document library, evidence, audit trail
• Photos — visual evidence, progress photos, linked records
• Reports — weekly/monthly operations dashboards
• Wall / Messages — team communication and updates

Go to taskrox.com/signup and enter your name, email, and password. Your account is automatically created as Owner — the highest org role. A default organisation is provisioned.

After signup you land on the Portfolio Dashboard. You can rename your org under Organisation → Details.

Go to Organisation → Members and click Invite member. Enter the person's email and choose an org role:

• Owner — full control including billing
• Admin — manage members, projects, org settings
• Member — access controlled per-project via role templates

They receive an email invitation to set a password. You then add them to individual projects and assign a role template.

Click the + button next to the Work label in the sidebar and choose New project (or click New project on the Portfolio Dashboard). Fill in:

• Project name — e.g. "CLE Rock Chute 6"
• Where does this project belong? — place the project At a site (it appears indented under that Site in the sidebar) or keep it Standalone
• Project code — short identifier shown in registers
• Colour — used in the sidebar and module accents

The project appears in your sidebar. Click its name to open its dashboard; the chevron next to the name expands its module tree.

Top header — logo, global search (⌘K/Ctrl+K), notifications (bell), TaskRox AI, help (?), and user menu.

Sidebar — your sites and projects. Click a name to open it (a Site opens its Site Overview; a project opens its dashboard); the chevron next to the name expands its module tree. Use the panel-left icon to collapse the sidebar to an icon strip. When collapsed, the active project name appears as a pill in the header.

Project and site modules are grouped in the sidebar:

• Planning — Dashboard · Gantt · Kanban · Calendar · Resource · Asset Tracking · Org Chart · Training · Roster
• Control — Document · TMP · Photo · RFI · QA · HSE · MOC · Decision
• Comms — Wall · Message · Daily Report · Correspondence · SMS
• Commercial — Budget · Spreadsheet · Expense · Contacts
• Closeout — Report · Closeout *(projects only — a Site never closes out)*

Work is the sidebar container for Sites and projects in one tree: Sites (long-lived operating locations, marked with a site icon and a SITE badge) and standalone projects sit side by side, and a project placed at a Site appears indented under it. Clicking a Site opens its Site Overview — standing site records, projects at the site, and module shortcuts. Global areas include My Tasks, Notifications, and the Company group (organisation-wide tools: Workforce · Business · Training · Roster · Fleet · TaskRox AI · Expense · Payroll), plus My Settings, Organisation (Profile · Payroll Access), and Admin (platform super users only).

Personal navigation preferences are under Settings → Preferences → Navigation: - Default landing page is Dashboard unless you select another allowed option. - If a saved landing page is no longer available, TaskRox falls back to Dashboard. - You can hide sidebar items for your own view, but preferences never grant access to restricted modules.

Keyboard shortcuts: - ⌘K / Ctrl+K — focus global search - Escape — clear search

Click the header search box or press Ctrl+K to open the command palette. Type at least two characters and results appear grouped by category, ranked by how likely they are to be what you meant — exact record numbers first, then title matches, then content matches. Use the arrow keys to move through results and Enter to open one; Esc closes the palette. On phones and tablets, tap the magnifier icon in the top bar — the palette opens full-screen.

Global Search covers Sites, Projects, Gantt and Kanban tasks, People and project org-chart roles, the Business register and Supplier Enquiries, Documents, RFIs, QA (test requests, NCRs, ITPs), HSE incidents, Messages and Wall posts, Correspondence, Photos, Budget/BOQ items, Training, Daily Reports and diary entries, MOC, Decisions, Rosters, Assets/Fleet/Maintenance, TMPs, Closeout reports, SMS, Spreadsheet workbooks, Report runs, Expense claims, this Help manual, Settings pages, and quick actions such as New RFI. Results only ever include records you are authorised to view — counts and rankings respect your permissions too.

Category chips under the search box narrow results to one category — click a chip to focus it, click again (or choose All) to widen. When you are inside a project or site, the palette prioritises matches from that context and shows a 'Prioritising …' chip; click its × to search the whole workspace instead. A Best Match card appears at the top when one result is clearly the strongest candidate.

For question-style or descriptive searches, TaskRox AI can compose a short answer from your top results, streamed in a panel below Best Match with links to the records it cited. The AI answer never delays your results and only ever reads from results you can already see. Use the Sparkles AI chip to turn it off or on — your choice is remembered on this device.

Registers keep their own search box in the table toolbar — that filters the current page only. Global Search (header / Ctrl+K) is for finding things anywhere. A web address containing ?search= applies only to that page's register filter.

Try: 'pipe layer' (people by role), 'tank foundation' (projects, documents and training in one view), 'TR 1' (jump straight to a numbered QA record), 'MOC 1' (management of change), 'fuel' (cross-module: HSE, messages, budget, SMS, expense), 'production tracker' (spreadsheet), 'how do I create an NCR' (help guidance plus the create action), or 'roles' (settings and help). Recent searches reappear when you open the palette with an empty query.

My Tasks is your personal operational inbox. It aggregates all actionable items assigned to you across every project and module into a single prioritised list.

My Tasks answers one question: what needs my action right now?

It is not a second Kanban board or a notification feed. Only items that require you to do something — update, respond, close, sign off — appear here.

Items are pulled from five modules. Each maps to a specific action:

Only items from projects where you are an active member are shown.

Four cards at the top give you an at-a-glance status:

• Overdue — items past their due date that are still open (red)
• Due today — open items due today (amber)
• Due 7 days — open items due within the next seven days (blue)
• Done (30d) — items you completed in the last 30 days (green)

Counts update when you switch filters.

Tabs switch between three views:

• Open (default) — all items still needing your action, including overdue
• Done — items you have completed or that were closed
• All — everything regardless of status

Filters narrow the list further:

• Project — dropdown of your projects; select one to show only items from that project
• Module — Kanban / Gantt / RFI / NCR / HSE; select one to show only that item type

The default sort order is: overdue first, then due today, then by due date ascending, then by priority.

Click any row to navigate directly to the source item's page — the RFI detail page, Kanban board, Gantt chart, NCR detail, or HSE incident.

This lets you take action immediately without hunting through individual project modules.

When no items match the current tab and filters, you see a "You're all caught up" message. This means there are no outstanding actions waiting for you — nice work.

The Notifications page shows a chronological feed of events relevant to you — new assignments, status changes, transmittals, and more.

Notifications vs My Tasks: Notifications tell you *what happened*. My Tasks tell you *what you need to do*. Notifications are an event log; My Tasks is a work queue. They are deliberately separate.

Access notifications from the bell icon in the top header (shows unread count) or via Notifications in the sidebar.

Organisation admins manage default notification behaviour from Organisation > Notifications.

This policy controls organisation-wide defaults for in-app notifications, email, digest eligibility, digest timing, user override rules and locked critical events. Users may still adjust personal preferences where the organisation permits it, but safety, security and governance-critical events can be protected from being disabled.

Notifications are grouped by date: Today, Yesterday, This week, and Older.

Each notification shows: - Icon — indicates the entity type (RFI, NCR, Transmittal, Test Request, or general) - Title — summary of the event - Body — additional detail (truncated) - Time — relative timestamp (e.g. "5m ago", "2h ago")

Unread notifications have a blue highlight and a left accent bar. Click a notification to mark it as read and navigate to the related item.

Filter tabs — toggle between All and Unread using the tabs in the top bar.

Mark as read — hover over an unread notification and click the check icon to mark it read without navigating away.

Mark all read — click Mark all read in the top bar to clear all unread indicators at once.

Dismiss — hover and click the trash icon to archive a notification. Archived notifications are removed from your feed.

You receive notifications for these events:

• RFI assigned — an RFI has been assigned to you for response
• NCR assigned — an NCR has been assigned to you for close-out
• Transmittal sent — a document transmittal has been issued to you
• Test request sent — a test request has been sent to the lab/technician

More notification types will be added as new modules integrate with the notification system.

In addition to in-app notifications, important events also send an email to your registered address. Emails are sent from notifications@taskrox.com.

If you are not receiving emails: 1. Check your spam/junk folder 2. Add notifications@taskrox.com to your contacts 3. Ask your org admin to verify the email service is configured

The Gantt module provides a fully interactive timeline for project programs and rolling operational schedules. It supports:

• WBS-coded tasks with duration and date editing
• Four dependency types (FS, SS, FF, SF)
• Automatic FS constraint enforcement (pushes successors when predecessors move)
• Calendar-aware scheduling (working days, weekends, public holidays)
• Bulk task selection and deletion
• Drag-to-resize and drag-to-move bars on the timeline

Click + New task in the toolbar. A new row appears at the bottom of the label panel. Fill in:

• Title — task description
• WBS — work breakdown structure code (e.g. "1.1.2")
• Start — start date (click the cell to open a date picker)
• Dur — duration in working days
• PRED — comma-separated WBS codes of predecessor tasks

Click any cell in an existing row to edit it inline. Press Enter or click away to save, Escape to cancel.

The DUR cell back-calculates end date when you change duration. The END cell calculates duration when you change end date.

Enter predecessor WBS codes in the PRED column (comma-separated). By default all dependencies are Finish-to-Start (FS) with zero lag.

Dependency types:

Arrow colours on timeline: - Normal FS arrows — dashed line from predecessor end to successor start - Backward FS (constraint violation) — red arrow exiting predecessor start

FS scheduling rule: *Successor start = predecessor end date + 1 (working day)*. This matches CPM / Primavera P6 / MS Project convention. The Gantt automatically enforces this — when you save a predecessor, any successors that would start too early are pushed forward.

Use the zoom slider in the toolbar to switch between views:

• Day — each column is one day; day-letter row (M T W T F S S) shown below the week header
• Week — each column is one week
• Month — each column is one month
• Quarter — each column is one quarter

Weekend columns are shaded to distinguish non-working time. Public holidays and non-working dates (configured in Project Settings) also appear shaded.

Each project has a scheduling calendar configured in Project Settings → Schedule.

Calendar presets (click to auto-fill all fields):

FS successor start — controls what happens after computing "predecessor end + lag + 1": - Next working day — snaps forward past weekends and non-working dates. Use for standard Mon–Fri projects. - Next calendar day — no snap. Use for 24/7 operations where every day is a working day.

Duration tooltip — hover over the DUR column to see duration in hours: e.g. "5d = 50h (10h/day)".

Access via: Project Settings → Schedule tab, or the calendar-cog icon in the Gantt toolbar.

Select multiple tasks using the checkboxes in the first column. A bulk action bar appears at the top of the label panel.

Delete — click Delete in the bulk bar. The button morphs into a red 🗑 Delete N confirmation button + Cancel. Click Delete N to confirm.

Individual rows also have a trash icon. Click it; the icon morphs to Yes / No buttons inline — click Yes to confirm deletion.

All dependency arrows connected to deleted tasks are removed automatically.

Every task has a task type set in the Create or Edit sheet. The type controls how the duration is managed and how the bar looks on the timeline.

To change a task's type, click Edit (pencil icon in the row) and select the type from the three-button selector near the top of the sheet.

A Level of Effort task represents ongoing support work whose duration is entirely determined by the surrounding schedule — not by a fixed deliverable or scope item.

How it works: When the schedule is recalculated, a LOE task automatically stretches to span from the *earliest start date of its predecessors* to the *latest end date of its successors*. You do not set the duration manually — the system manages the start and end dates.

Visual indicator: LOE bars appear as a dashed-outline bar with a centre spine and a ⚡ icon in the label column.

Typical uses: - Site Supervisor / Superintendent — coverage for the full construction window - Project Management — PM oversight spanning the delivery phase - Quality Assurance / QA Inspector — QA presence from first works to practical completion - Safety Officer / HSE — site safety cover matching the active construction period - Design Management — design coordination from mobilisation to handover - Client Reporting — weekly or monthly reporting running for the life of the project

How to create a LOE task: 1. Click + New task. 2. In the Task Type selector, click LOE ⌇. 3. Set the PRED column to the WBS codes of tasks that define the *start* anchor. 4. Ensure the tasks that define the *end* anchor have this LOE as a predecessor (or share the same schedule window). 5. Save — dates are managed automatically on each schedule recalculation.

Note: The end-date and duration fields are disabled for LOE tasks. The system owns those values.

Tasks are organised into four columns: Backlog, In Progress, Review, Done. Drag cards between columns — moves are saved instantly with optimistic UI (no spinner or page reload).

Click + Add task at the bottom of any column. Enter a title and press Enter to create quickly, or click the card to open the detail sheet.

Task detail sheet fields: - Title - Description (markdown supported) - Assignee (member of the project) - Priority — Critical / High / Medium / Low - Due date - Labels / tags - Comments (threaded, with timestamps)

Use the toolbar filter controls to narrow the board:

• Assignee — show only tasks assigned to a specific person
• Priority — show only tasks at a given priority level
• Label — filter by tag

Calendar is the project timeline read model. It combines date signals from source modules into one month view.

Record ownership - Kanban Task items come from the Kanban task table. - Events come from RFI, QA/NCR, HSE, and project holidays. - Gantt activities stay in the Gantt schedule model and are not created here.

Calendar controls - View filter — All / Tasks / Events - New Kanban Task — quick-create a Kanban task for the selected date - Module shortcuts — jump to RFI, QA, or HSE to create source events

Click an item to open its source module record.

Calendar is not a third task system. It is an aggregate timeline over existing module data.

Resources is the project-side allocation module. It does not replace Workforce or Fleet. Instead it answers: who and what is deployed on this project right now?

The overview page shows headline counts for: - active personnel - ready vs blocked personnel - active assets and out-of-service assets - material lines needing action

Use Resources when you need project assignment, operational readiness, and field custody. Use Workforce or Asset Management/Fleet when you need the master record.

The Personnel register lets you add people from Workforce into the project roster.

For each assignment you can set: - project role - linked contact - company - crew, supervisor, shift, and work area - start and finish dates - assignment status and notes

Each row also shows the person's latest readiness result so project teams can see ready / warning / blocked without leaving the project.

The Plant & Equipment tab pulls from the organisation fleet and project plant registers.

Add an asset to the project, then track: - assigned operator - mobilisation and demobilisation dates - work area - operational status: planned / active / out of service / demobilised - custody state: available / checked out / unavailable where the backend permits it - location tracking state: if a tracker is assigned to the asset, view last-seen position and movement status directly from the asset detail panel

Field users can scan an asset QR code in the Android app to resolve the backend asset record, view the current status before acting, and check the asset out or back in. Checkout never happens automatically on scan; action buttons follow backend permissions and latest custody state.

This keeps project allocation separate from the master fleet record while still using the same underlying asset.

The Materials tab tracks project material lines and shortfalls.

Each material can store: - description and unit - planned, ordered, delivered, and used quantities - supplier contact - status: planned / ordered / partial / delivered / consumed / hold - notes

This gives the project team one place to monitor lines that are short, on hold, or still waiting to land on site.

Org Chart visualises the reporting structure for everyone assigned to a project.

It reads data from Resources (project personnel) and Workforce (person records, supervisor links). It does not create or edit person records — it is a read-only view over existing data.

Each node shows: - Name and project role - Company with a colour-coded band by company type - Status badge (active, planned, demobilised, blocked)

Click any node to open a detail sheet with email, phone, crew, and company information.

The tree is built from supervisor links on workforce person records. Key rules:

• If a person's supervisor is not assigned to this project, the person becomes a root node
• Multiple roots are normal — e.g. a Client PM and Contractor PM as independent trees
• Unlinked personnel (no supervisor and no reports) appear in a separate grid below the hierarchy
• Circular supervisor references are detected and logged; affected nodes render as roots
• If no supervisor links are set at all, the chart shows a flat grid with an informational banner

Desktop (canvas view): - Pan — drag the canvas background - Zoom — mouse wheel, or use the +/− buttons (top-right) - Fit to screen — the fit button auto-zooms to show the entire tree - Expand / collapse — click the button below a node to show or hide its reports

Mobile (<768px): - Switches to a collapsible indented list view - Tap the chevron to expand / collapse - Tap a person to open the detail sheet

The toolbar above the chart provides:

• Search — type a name, role, company, or crew to find and highlight matching people. Non-matching nodes are dimmed. The chart auto-pans to the first match and auto-expands ancestor paths so matches are always visible.
• Company filter — pill buttons for each company type present in the project. Click a type to show only that company's personnel. Click additional types to include them. Click All to reset.
• Layout toggle — switch between top-down (vertical) and left-right (horizontal) orientation. Only visible on desktop.

Each company type has a distinct colour band on the node card:

Org Chart uses the org_chart module key for access control.

• view — see the chart and detail sheets (default for most roles)
• edit — same as view in the current release
• admin — same as view in the current release
• none — module is hidden

Project admins and organisation owners/admins have full access automatically.

Daily Reports captures structured shift records with quantified labour, plant, and production data, plus the narrative daily site context — weather, work summary, delays, incidents, and handover notes — on each shift report. The former standalone Site Diary module has been absorbed into Daily Reports; old Site Diary links redirect here.

The Daily Reports module has 7 tabs:

The Shift Capture tab shows key metrics: shifts today, reports awaiting approval, approved cost, labour hours, plant hours, production quantities, active crews, and active companies.

A shift report is the parent record for a project, date, and shift. Click New Report to create one.

Fields: - Date and Shift (Day / Night / Both / Custom) - Supervisor — who supervised this shift - Company — contractor or company name - Location — select from the project location register, or enter area / chainage manually - Weather — AM/PM conditions, temperature range, wind - Summary — narrative of work performed - Delays / Incidents / Handover notes / Comments - Linked records — optionally link to a Gantt task, budget item, BOQ item, NCR, or HSE incident

Copy previous — click to duplicate the most recent report as a new draft, pre-filled with the same location, company, and narrative structure.

Labour entries are child records of a shift report, capturing who worked, for how long, and on what.

Three entry modes: - Individual — one row per worker - Crew — foreman enters for the whole crew - Supervisor — supervisor bulk-allocates across teams

Fields per entry: - Worker name and reference (payroll code) - Company, crew, role/trade, labour class - Location, chainage, cost code - Linked Gantt task, budget item, or BOQ item - Start/finish time, break minutes - Hour buckets: ordinary, overtime, night, travel, standby, other - Total worked hours (auto-calculated) - Productive/non-productive flag, delay code - Comments

Cost tracking: When labour rates are configured (see Exports tab), costs are automatically calculated from approved hour buckets multiplied by the matching rate.

Filters: date, company, crew/worker, role/trade, cost code, status.

Plant entries capture equipment usage per shift report.

Fields per entry: - Equipment name, reference, class - Owner, operator, company - Location, chainage, cost code - Linked Gantt task, budget item, or BOQ item - Start/finish meter readings (optional) - Hours: run, idle, downtime, standby, total - Downtime reason, defect flag - Comments

Cost tracking: When plant rates are configured, costs are calculated from approved hours multiplied by hourly/idle/downtime/standby rates. A daily rate fallback is available for plant on flat daily hire.

Filters: date, company, equipment, cost code, status.

Production entries capture quantities achieved per shift.

Fields per entry: - Production item name and description - Location, chainage - Unit of measure and quantity achieved - Linked Gantt task, budget item, or BOQ item - Linked labour and plant entry references - Comments

Actual rate: When labour and plant costs are available, the module calculates an actual rate (total cost / quantity) so you can compare against bid rates.

Filters: date, item, location, status.

Draft → Submitted → Approved / Returned / Rejected

1. Draft — create and edit freely. Add labour, plant, and production entries.
2. Submit — click Submit to send the report for supervisor review. Child entries are included.
3. Approve — supervisor reviews and approves. Approved reports and entries become read-only.
4. Return — supervisor sends back for correction with a reason. Author can edit and resubmit.
5. Reject — supervisor rejects with a reason. The report is closed.

Bulk actions: In the Approvals tab, select multiple reports and use Bulk Approve, Bulk Return, or Bulk Reject.

Audit trail: Every status change is logged with the actor, timestamp, and reason. View the approval timeline on the report detail page.

Once approved, entries become the trusted source for cost rollups and project controls.

Configure labour rates and plant rates from the Exports tab.

Labour rates match by: company, worker reference, worker name, role, labour class, cost code. Each rate defines: ordinary, overtime, night, travel, standby, and other hourly rates. Rates have effective date ranges and can be project-specific or org-wide.

Plant rates match by: company, equipment reference, equipment name, equipment class, ownership type (owned/hired). Each rate defines: hourly, idle, downtime, standby, and daily rates.

The system uses a scoring algorithm to find the best-matching rate: project-specific rates score higher than org-wide, and more specific field matches (worker reference) score higher than broad matches (company only).

Costs are automatically applied when entries are approved.

Export data in CSV or XLSX format across 8 scopes:

A printable PDF view is also available for individual shift reports via the Print button.

Approved Time Export (previously labelled *Payroll Handoff*): approved labour rows can be previewed for a pay period and batched for downstream payroll or accounting import. A Rows ready view lists each labour row for the period classified as Ready (approved, available), Warning (approved but with advisory data-quality issues — still exported), Locked (already in an active batch), or Excluded (not yet approved, so not exportable), with search, filters, and links back to the source Daily Report. The active export profile is shown as Generic Payroll CSV. Export batches build CSV rows, lock the source labour rows while exported, and can be rolled back with a required reason if the batch needs correction. This is an export/handoff workflow, not payroll calculation.

Photos is a first-class project module, separate from attachments inside Diary, HSE, QA, or Wall.

Use it when you need: - a central visual register - filtering by category, uploader, album, or date - progress-photo history - defensible evidence that can be reused across records

The module supports four views: - All Photos — grid (2–6 columns) or list browsing with selection mode - Albums — grouped photo sets with cover images - Timeline — chronological grouping by date with expand/collapse - Linked — photos grouped by their parent record and module

Filter by search text, category, album, date range (from/to), and GPS presence (any / has GPS / no GPS). Sort by upload date, taken date, caption, category, or file size in ascending or descending order.

13 categories are available: Progress, Safety, Quality, Defect, Incident, RFI, Delivery, Plant, Personnel, Weather, Environmental, Completion, and General.

Click the Upload button to open the upload sheet. You can: - drag-and-drop files onto the upload area - click to browse and select files - use the Camera button on mobile to capture directly from the device camera

Before uploading, set a category, album, caption, tags, and location text. These are applied to all selected photos in the batch. The upload shows a progress bar with file count (e.g. "3/5").

Supported formats: JPG, JPEG, PNG, GIF, WebP, HEIC, HEIF. Maximum file size: 25 MB per photo.

EXIF data is automatically extracted on upload — the taken-at date, GPS coordinates, and image dimensions are stored with each photo. Thumbnails (256px, JPEG 80%) are generated automatically.

On mobile devices, the upload sheet shows a dedicated Camera button that opens the device camera directly (rear-facing by default).

The workflow is: 1. Open Photos module on your phone or tablet 2. Tap Upload 3. Tap the camera icon to capture, or the gallery icon to select existing photos 4. Set category, album, and caption 5. Tap Upload to submit

Photos are uploaded immediately when you tap submit — there is no auto-upload on capture, so you can review and tag before sending. All uploads work over your current network connection (Wi-Fi or mobile data).

Albums group photos into named sets. Create an album from the Albums tab using the New Album button.

Each album has: - a name and optional description - a cover photo (set from any photo in the album) - a photo count badge

You can add photos to an album during upload (select from the album dropdown) or via bulk actions (select photos → Add to album). Photos can also be assigned to an album from the photo edit sheet.

Each photo stores more than a file: - caption and description - category and tags - album - taken/uploaded timestamps - optional GPS coordinates and location text - source module and linked record

Click any photo to open the lightbox. From there, open the edit sheet to update metadata or manage links.

The Linked tab groups photos by their parent record. Photos can be linked to diary entries, NCRs, RFIs, wall posts, Gantt tasks, ITPs, MOC changes, test requests, and decisions.

Photos can be linked to records in two ways:

From the record — Diary entries, NCRs, and RFIs include a PhotoPicker section. Use it to browse, search, and select existing photos from the library, or upload new ones directly. Linked photos appear as thumbnails on the record.

From the Photos module — Open a photo's edit sheet and use the links section to attach it to any supported entity type.

Wall post integration — When you attach an image to a wall post, a photo record is automatically created in the Photos module and linked back to the post. This also applies to previously posted wall images (backfilled).

Deleting a photo that is linked to records shows a warning with the linked record count before confirming.

Enter selection mode by clicking the checkbox icon. Select individual photos or use Select all.

Available bulk actions: - Tag — apply tags to all selected photos - Add to album — move selected photos into an album - Delete — remove selected photos (with confirmation)

Export your photo register from the module header: - CSV — all metadata fields - XLSX — formatted headers and date formatting - Print view — opens a print-optimised page at /photo/print for generating a PDF via the browser's print dialog

Exports respect the current filter selection (category, album, date range).

Click New RFI on the register page. Complete:

• Title — brief description of the query
• Description — full details
• Discipline — Civil, Structural, Mechanical, Electrical, etc.
• Priority — Critical / High / Medium / Low
• Due date — response required by
• Originator — person raising the RFI (name, company, position)
• Addressee — person/org the RFI is directed to
• Location / Chainage — site location reference
• Drawing ref / Spec ref — relevant document references
• Contract impact — does this change have contract implications?

Attach files using the file picker. Attach project documents via the Link documents button when raising the RFI, or open an existing RFI, click Edit, and use Ref Documents → Add from library to add current project documents from the Documents library. This is part of the broader TaskRox linked-document pattern used wherever project records need controlled evidence.

RFIs use the Workflow v2 lifecycle:

• Draft — being prepared before issue
• Issued — sent but not yet active for response
• Open — response sections are active
• Clarification — awaiting originator clarification on one or more sections
• Response Pending — response is complete but approvals are still pending
• Answered — approved response is ready for originator acceptance
• Closed — originator accepted the answer
• Revision Requested — originator/contractor has asked for redraft after answer
• Superseded — admin has replaced this RFI with another linked record
• Void — cancelled / no longer valid

Some transitions are action-driven rather than simple status edits. For example, section clarification requests move the RFI to Clarification, approval completion moves it to Answered, and originator acceptance closes it.

Overdue — an RFI past its due date shows an orange "X days overdue" badge on the register.

Section templates and presets — configure response section templates and RFI type presets in Project Settings → RFI. Presets define the default section flow for each RFI type.

Per-section authority — each section is authority-driven at the RFI instance level (assigned_user, assigned_company, assigned_role, or open_authorised), with explicit assignment fields.

Who can respond — users only get an ordinary response action on sections where they satisfy the section authority check. Project admins do not automatically get ordinary response rights on every section.

Admin management and override — admins/managers can reassign section authority and use a dedicated override action. Override requires a non-blank reason and is audit logged.

Approval chain — configured approval steps still run in sequence. Rejection returns the response for correction; full approval moves the RFI to Answered.

Revisions and signed response output — RFIs can have multiple revisions. The current revision number is shown in the header, and signed-response PDF output is generated after the approval chain completes where the response pipeline applies.

Every field change to an RFI is logged. Click the History panel tab on the RFI detail page.

Each entry shows: field name, old value, new value, changed by, and timestamp.

Edit lock — where enabled, the project-level rfi_edit_lock flag can prevent editing of answered/closed RFIs.

TaskRox uses linked documents as a platform pattern. RFIs are one example: the same document-library picker can support QA, HSE, MOC, decisions, correspondence and any project record that needs controlled drawings, specifications, approvals or close-out evidence.

When raising an RFI — use Link documents in Ref Documents & Attachments to open the document picker.

After the RFI exists — click Edit, then use Ref Documents → Add from library. The picker shows current project documents, excludes documents already linked to the RFI, and writes the selected documents straight into the RFI reference list.

Linked documents appear in the RFI header, the Reference Documents section, the linked-record count, and the activity trail.

The QA module has three tabs:

Raising a TR — click New TR. Fill in: - Lot number - Chainage / location - Layer (Subgrade, Sub-base, Base, Pavement, etc.) - Material - Work type (Compaction, Concrete, etc.) - Requested by, requested date

A unique TR number is generated (e.g. TR-042).

Emailing the technician — click Send to technician. Enter their email. They receive a one-time link valid for 48 hours to submit their results at /qa/complete/[token] — no login required.

Receiving results — when the technician submits, the TR updates with their results, field data, and any uploaded files (photos, signed hold point sheets, lab PDFs).

Pass / Fail — the QA engineer reviews and clicks Mark Pass or Mark Fail. A failed TR automatically opens a pre-filled NCR creation sheet linked to the TR's lot number and TR ID.

Raising an NCR — click New NCR (or it's auto-opened from a failed TR). Fields: - Description of non-conformance - Lot number - Linked TR (if from a failed test) - Assigned to - Close-out due date - Corrective action required

Close-out — the assignee attaches evidence (photos, signed documents) and clicks Request close-out. The QA manager reviews and clicks Close NCR.

Status workflow — Open → Under Review → Closed.

Creating an ITP — click New ITP. Add a name and description.

Line items — add items with: - Description - Type: Hold Point / Witness Point / Review / Document Review - Frequency - Reference (spec clause, drawing)

Lot sign-off grid — once lots start, use the sign-off grid (rows = items, columns = lots). Click a cell to sign off a hold/witness point for that lot. Each sign-off records who signed and when.

The Defect List lives at Project → Defect. It opens on the Register (every defect with number, title, status, priority, assignee company, due date, ball-in-court and overdue flag) with a Dashboard tab alongside it.

Each defect carries a unique number (e.g. DEF-0007). Use the status tabs, search, date ranges, per-column filters, saved views, density toggle and column controls to focus the register. Export the filtered view as CSV, XLSX, or PDF, or select rows for bulk reassignment, due-date, distribution, status, and admin delete actions.

The dashboard summarises Status distribution, Items by Company (Open / Closed / Overdue), Average Response Time (overall and per company), and Total Overdue, with an All / My scope toggle.

Click New defect and fill in the title, priority, type, trade, assignee company, assignee, final approver, due date, location and description. A defect can also be raised from a daily report (it remembers the source report and reuses that report's location register).

Drawing pin-drop — open a defect, go to Drawing location, pick a controlled image or PDF drawing and click to drop a pin (the pin position is saved against the defect). PDF drawings are rasterized to a first-page preview for pin placement. The "defects on this drawing" overlay shows every pinned defect so you can see clustering.

Defects move through a small, defensible lifecycle:

Use Issue to move a draft to Open, Mark Ready to Review when work is done, then the final approver (or an admin) Approves & closes or Rejects (back to Open). Closed defects can be Reopened; any live defect can be Voided (and Restored). Assignment, ready-for-review, due-soon, and overdue notifications are governed by the notification policy catalog. Average Response Time is measured from Open → Ready to Review across the status history.

Escalate to NCR — when a snag is actually a formal non-conformance, click Escalate to NCR. A linked QA NCR is raised and the defect keeps a back-link (the defect is never consumed or merged).

Close-out certificate — on a closed defect, click Close-out certificate to generate a signed PDF that lands in the project's controlled Generated documents folder and is back-linked to the defect as evidence.

Linked RFIs — cross-link any project RFIs that relate to the defect.

Defects also feed the rest of the workspace: Calendar (due dates), Reports (a defect summary section in the weekly progress report), Global Search, and the Closeout archive-readiness gate ("all defects closed or accepted").

The Defect permission key has four levels: View (read the register + dashboard), Edit (create, comment, and move defects up to Ready to Review), and Admin (manage the configurable Priority / Type / Trade lists, distribution, final-approver assignment, approve/close, and bulk void). Defects are available at Site scope as well as project scope.

The HSE module opens to a dashboard and grouped navigation rather than a long horizontal tab strip.

Groups: - Reactive — Issues, Incidents, Hazards, Alerts, Investigations - Risk & Planning — WRAC, JSA, SWMS, Take 5, Critical Risks, Controls - Assurance — Inspections, Field Interactions, Toolbox - Insights — analytics and trend views

Use the group pills first, then choose the module tile you need. Each tile shows live counts so overdue or active areas stand out immediately.

Use Issues, Incidents, and Hazards to capture active safety problems and observations.

Incidents support richer workflows than the original MVP: reported → triage → investigation → actions open → awaiting verification → closed.

Investigations hold root-cause and corrective-action follow-through. Alerts / Heads Up records push urgent safety shares and lessons learned across the project team.

TaskRox uses the incident vocabulary common across Australian construction, civil, and mining operations. Classification (what happened) is recorded separately from consequence (how bad it was, and how bad it could credibly have been).

Classification — the reporting class of the event: - Near Miss (NM) — unplanned event with no injury or damage, but potential for harm - First Aid Injury (FAI) — first aid treatment only; no doctor, no lost time - Medical Treatment Injury (MTI) — treated by a registered medical practitioner beyond first aid, without lost time or restricted duties - Restricted Work Injury (RWI) — the person returns on restricted or alternate duties - Lost Time Injury (LTI) — absence for at least one full shift beyond the day of the injury - Fatality — work-related death - Occupational Illness, Environmental, Property Damage, Vehicle / Mobile Plant, Security, and Community cover non-injury and illness event classes

Workspace admins can add organisation-specific classifications via Settings → Picklists.

Recordable injuries. Fatality, LTI, RWI, and MTI make up the recordable bucket used in industry frequency rates such as TRIFR (recordable injuries per million hours worked, the common Australian convention). First aid injuries and near misses are not recordable. Dashboards and reports show a Recordable count built on this rule.

Actual vs potential consequence (1–5). Each incident can record what actually occurred and the credible worst case, on the same five-point scale used in the risk matrix: 1 Insignificant · 2 Minor · 3 Moderate · 4 Major · 5 Catastrophic. Risk ratings derived from the matrix band into Low / Medium / High / Extreme — TaskRox deliberately does not use "critical incident" as a product term.

High Potential Incident (HPI). An event that caused, or could credibly have caused, a significant adverse outcome — regardless of what actually happened. A near miss can be an HPI; so can a first aid injury. TaskRox proposes the HPI flag when potential consequence is Major or above; you confirm or clear it. HPIs are headline items on dashboards because resources regulators (for example in Queensland's mining sector) treat them as primary lead indicators.

Regulator notification. The notifiable workflow tracks the legal notification status: Not Notifiable → Under Review → Notifiable → Notified (with the regulator/reference recorded against the incident). What is legally notifiable — typically a death, serious injury or illness, or a dangerous incident, plus mining-specific categories — depends on your jurisdiction and regulator (for example SafeWork NSW, the NSW Resources Regulator, Resources Safety & Health Queensland, or WorkSafe WA). Where an incident is notifiable, most WHS laws also require the site to be preserved until an inspector arrives or releases it. TaskRox records your assessment; it does not notify a regulator for you.

The planning group turns HSE into an operational risk workspace, not just an incident register.

• WRAC — broad work area risk assessment
• JSA — task-level job safety analysis
• SWMS — safe work method statements
• Take 5 — quick point-of-work risk checks
• Critical Risks — controls around high-consequence exposures

These records are used before work starts and can be linked back to field execution and later assurance evidence.

Use Inspections, Field Interactions, and Toolbox to verify controls in the field.

These modules are for proactive supervision, conversations, and inspection outcomes rather than only post-event reporting. The dashboard surfaces open actions and hot spots so supervisors can act early.

Click New MOC. Fill in: - Title - Description of the proposed change - Category — Scope / Design / Process / Safety / Environmental - Priority — Critical / High / Medium / Low - Initiator

A unique MOC number is generated.

Draft → Under Review → Approved / Rejected → Implementation → Verification → Closed

Each stage has specific actions:

Each MOC has these sub-records:

• Action items — implementation tasks with assignees and due dates
• Approvals — sequential approval chain (configured via MOC templates)
• Briefings — record of who was informed about the change
• Verification items — checklist confirming the change was correctly implemented

Configure reusable approval chains and verification checklists under the Templates button on the MOC register.

Templates define: - Approval chain (ordered list of approvers with roles) - Verification checklist items (pre-populated for each new MOC)

Decisions is the governance layer for high-impact outcomes that should be explicit and auditable.

Use it when a project needs a formal record of what was decided, why, by whom, and with what downstream impact.

This avoids critical outcomes being buried in email chains, meeting notes, or mixed-status register comments.

The register captures each formal decision as its own governed record.

Typical fields include: - Decision number and title - Decision statement - Rationale - Impact summary (scope, time, cost, risk, safety, quality) - Decision authority - Required date and status - Linked records and supporting evidence

Not every issue starts as a formal decision.

Project records such as RFIs, MOCs, and other change or governance signals can be promoted into a decision candidate before becoming a full decision record.

This creates a clean path from "issue detected" to "decision made" with traceable links back to source records and evidence.

Decisions follow a status path that supports controlled review and approval:

Candidate → Draft → Under Review → Awaiting Approval → Approved / Rejected / Deferred / Superseded → Closed.

Use this status model to show which decisions are still open, which are pending authority, and which outcomes are final.

The Cost Tracking tab is the project manager's cost-code view. It tracks control accounts such as original contract scope, approved variations, provisional sums, pending variations, commitments, forecasts, and actuals.

Summary cards: - Original Contract - Approved Variations - Revised Contract - Committed (sum of committed costs) - Forecast / EAC - Actual - Variance

Line items — add items with: - Description - Cost code - Type: original, variation, provisional, or PC sum - Status - Budget, committed, forecast, and actual amounts

Cost Tracking rows are control accounts. They may come from the contract estimate, a variation workflow, a provisional allowance, imported/setup data, or a manually created PM tracking bucket.

Every Cost Tracking row has a type and a status. They answer two different questions: *what kind of money is this?* and *where is it in the approval lifecycle?*

Types - Original — base contract scope from the awarded BOQ. - Variation — a change to the contract (a variation order / VO): added, omitted, or altered scope, or a contractual claim such as a rise-and-fall / fuel escalation. - Provisional — an allowance for scope that is expected but not yet fully defined (provisional sums). - PC sum — a prime cost sum for nominated supply.

Variation status lifecycle A variation typically moves: *identified → submitted → under assessment → approved or rejected*. The row status captures where it sits: - Pending — submitted and/or under assessment. Not yet part of the revised contract and not counted in the Approved Variations card. - Approved — accepted by the Superintendent / principal. Now part of the revised contract and the Approved Variations total. - Rejected — declined; retained for audit but excluded from contract totals. - Active — a live working/tracking bucket (used mainly for original and provisional rows), not a variation-approval state.

Why a pending variation can already show committed and actual cost Cost frequently precedes formal approval. A contractor may be directed to proceed (a site instruction) or proceed at risk before a priced variation is approved, so labour, plant, and materials are booked to the variation cost code while it is still pending.

Because a pending variation carries a $0 budget (it is not yet in the contract) but can carry real committed / actual amounts, it shows a negative variance — and that is the point: it surfaces unapproved cost exposure (work-at-risk) that needs a decision. A clean, just-submitted variation instead shows a forecast (the claimed amount) with $0 committed/actual until work is directed.

Only approved variations increase the revised contract and the Approved Variations card. Pending exposure stays visible until it is approved, rejected, or the contract catches up.

The BOQ / Estimate tab is the contract estimate breakdown: sections, quantities, rates, and line amounts.

Sections — add section rows (bold headings) to group related items. Sections show subtotals.

Line items — under each section, add: - Item No. - Description - Unit (m³, m², m, t, LS, etc.) - Quantity - Rate ($/unit) - Amount (auto-calculated = qty × rate)

Columns auto-save on blur. Subtotals and totals update in real time.

Open the BOQ as a full spreadsheet with View as spreadsheet on the BOQ tab.

Two-way sync — edits to Description, Unit, Qty, and Rate write back to the BOQ register immediately. Amounts are formulas (qty × rate) recalculated on the server, so the register always carries calculated values.

Protected layout — the header row, Amount column, and section rows are locked. Editors cannot break the BOQ mapping; module admins can manage protection from the right-click menu.

Formulas and names — the spreadsheet supports the full 74-function formula engine and named ranges (the BOQ columns are pre-named: BOQ_QTY, BOQ_RATE, and so on, e.g. =SUM(BOQ_QTY)).

Import / export — drag a .csv, .xlsx, or .xwbk file onto the page to import (with progress and cancel). If the workbook already has data you'll be offered a replace flow. Downloads support custom filenames, a CSV range export, and an Excel-friendly BOM option. Every import source and export file is also filed in the project Documents register under a "Spreadsheet" folder.

Fidelity report — anything an import can't represent (merged cells, macros, unsupported formats) is listed in the import notes panel — nothing is dropped silently. The notes persist across reloads and can be copied with one click.

A Cost Tracking row is BOQ linked when TaskRox can connect that cost code/control account to one or more BOQ line items.

Linkage lets the app answer: - Which BOQ lines make up this cost code? - Which BOQ section does this control account reconcile to? - Is the Cost Tracking total aligned with the BOQ total? - Are any BOQ lines missing from the cost-code view?

The Cost Tracking table shows: - Mapped BOQ — how many BOQ lines are represented by that cost code - Source — the linked BOQ section, or Unmapped if no section is linked - BOQ linkage — whether mapping is complete, incomplete, or has exceptions - Reconciliation delta — the dollar difference between Cost Tracking and BOQ totals, after the allowed tolerance

The system can use saved mappings, default section roll-ups, or fallback section matching. Where the match is not clear, the row stays unmapped so users can review it instead of relying on a weak automatic match.

Not every Cost Tracking row must always have BOQ lines.

Rows that should normally be BOQ linked: - Original contract cost codes - Approved variations that are now part of the revised contract - Provisional sums or PC sums that are represented in the contract BOQ

Rows that may validly be unlinked: - Pending variations before approval - Internal PM control accounts - Forecast or contingency buckets - Provisional tracking rows created before the estimate has been updated - Cost codes used for commitments or actuals that do not yet have a BOQ section

An unlinked row can still show a zero reconciliation delta if both sides are zero. That means the dollars currently balance; it does not mean the row has BOQ lines. Treat BOQ linkage and financial reconciliation as two related but separate checks.

Click Import BOQ to open the import sheet. Paste from Excel or upload a .xlsx file.

The importer auto-detects columns by header names (description, unit, qty, rate, amount, etc.) and shows a preview before import. Confirm to bulk-insert all rows.

After import, you can edit individual cells as normal.

The Spreadsheet module gives every project browser-based workbooks with live formulas, formatting, and controlled import/export.

Two entry points:

• Project sidebar → Commercial → Spreadsheet (/project/[id]/spreadsheet) — the project's standalone workbook list. Create general-purpose workbooks here for estimating, take-offs, registers, and working calculations.
• Budget → BOQ → View as spreadsheet — a workbook bound to the project BOQ (see the BOQ integration section below).

TaskRox spreadsheets are not an Excel clone. There is no macro/VBA support, no pivot tables, and no solver. The workbook engine is web-native, with its own portable file format (.xwbk) plus controlled .xlsx and CSV import/export.

Click New workbook on the list page to create a workbook. Each workbook contains one or more sheets — use the sheet tabs at the bottom to add or rename sheets.

Every edit is recorded as an ordered operation, which gives you:

• Undo / Redo from the toolbar — multi-step, and it survives a page reload
• a deterministic edit history per workbook
• safe concurrent editing — your changes are applied in sequence on the server, and stale edits are rejected rather than silently overwritten

Calculation is server-authoritative: formula results are recalculated on the server when operations are applied, so what is stored is what every other user sees.

Start a cell with = to enter a formula, or use the formula bar. References use A1 style (B2, A1:C10), including cross-sheet references and absolute/relative forms ($A$1).

The function registry covers 74 functions across:

Criteria strings support >, >=, <, <=, <>, = and */? wildcards.

Error codes follow spreadsheet convention: #DIV/0!, #VALUE!, #REF!, #NAME?, #N/A, #NUM!, plus #CYCLE! — TaskRox detects circular references and marks every cell on the cycle path instead of hanging.

Named ranges are workbook-scoped: define a name for a range, use it in formulas, and manage names from the name manager. Named ranges shift automatically when rows/columns are inserted or deleted, and they round-trip through .xlsx export/import.

Number formats — pick from the toolbar format dropdown: numbers, percentages, currency, and date presets.

Cell styles — bold, italic, underline, font size, text colour, fill colour, and alignment.

Layout — resize rows and columns by dragging, hide rows/columns, and freeze panes so headers stay visible while you scroll. Large workbooks stay fast: the grid renders only the visible viewport, tested to 10,000 × 100 cells.

Supported formats:

Drag a file onto the workbook (or use Import) — uploads show progress and can be cancelled, and re-importing prompts before replacing content. After any import, the diagnostics panel lists anything that could not be carried over (unsupported formulas, truncated values, stripped content) with severity levels, and the diagnostics persist so you can review them after a reload.

Size caps protect the workspace (e.g. 25 MB input per file). Imports and exports are also registered as versioned documents in the project Documents module, so the file trail of where a workbook came from and what was issued out of it is controlled.

Open Budget → BOQ → View as spreadsheet to work on the project BOQ as a live workbook.

• The BOQ rows project forward into the workbook automatically.
• Edits to mapped BOQ columns write back to the BOQ register through a controlled server-side mirror — the workbook and the register stay consistent.
• The mirrored region is protected by a mirror lock so the row/column anchors that keep the mapping intact cannot be broken by accident. Section header rows are excluded from writeback.
• BOQ import/export (CSV, .xlsx, .xwbk) is available from the same page with the same diagnostics surface.

Access to a BOQ-attached workbook follows the Budget module permission, not the Spreadsheet permission.

Sheets support locked ranges and input ranges:

• Locked ranges cannot be edited by view/edit users — use them for formula blocks, headers, and reference data.
• Input ranges mark the cells users are expected to fill in.

Protection is managed by users with module Admin on the workbook's host module, and admins bypass locks when they need to restructure.

Standalone workbooks use the Spreadsheet project module permission:

BOQ-attached workbooks gate on the Budget module permission instead, so BOQ access stays consistent whether you use the register or the spreadsheet view.

From Expense in the sidebar, click New claim. A claim is a header (claimant, project, date range, status) plus one or more lines.

Claim header fields: claimant (defaults to you), project, company, date range, notes.

Line fields per row: category, date, merchant, description, amount, tax/GST, currency, cost code, budget/BOQ link, reimbursable flag, billable/claimable flag, mileage auto-calc for the mileage category.

The form supports inline editing — add as many lines as the claim covers, then save the draft or submit straight to approval.

Each claim has an Attachments tab. Upload receipts via drag-and-drop or the file picker; attachments are auth-gated through the standard upload route — only people who can see the claim can see the receipts.

Attachments are stored against the claim (not per line) so a single receipt covering multiple lines doesn't need to be re-uploaded. File types accepted are images and PDFs.

Expense claims move through a clear lifecycle: Draft → Submitted → Project approved → Finance approved → Exported → Paid, with Returned, Rejected, and Cancelled side paths.

• Draft is editable by the claimant.
• Submitted locks the claim from edits and notifies the approver.
• Project approved confirms the project/cost-code side of a project-tagged claim.
• Finance approved is the workspace finance gate; only finance-approved claims are ready for export.
• Returned sends the claim back to the claimant with comments for fixes; the claim re-enters draft.
• Rejected is terminal — a fresh claim is required.
• Cancelled closes a non-exported claim with a reason.
• Exported / Paid records batch export and later manual payment status.

Project-role approvers (project manager, cost controller) handle the project approval gate. Workspace admin (or finance role if defined) handles finance approval, export, reopen, paid, and workspace-only claims. Bulk-action support is in the register.

Finance-approved claims can be exported as a batch via Exports under Expense. CSV is for plain spreadsheet consumers; XLSX preserves number formatting and cost-code columns.

Each export batch is a unit. Lines included in an active batch are locked from re-export until the batch is reopened (which requires a reason and writes an audit row). Reopen is the safety net for accidental over-exports.

Live integrations with Xero / MYOB / QuickBooks / Employment Hero are out of scope for v1 — v1 only emits files.

Reports are available by project, by claimant, by category, by cost code, and by status. Each report respects the same workspace + project visibility as the register, so the totals you see match the claims you can open.

Use the Returned to you card on My Expense to act fast on claims sent back for fixes.

TaskRox Payroll v1 supports Australian federal + NSW only. PAYG uses ATO Schedule 1 (NAT 1004 — 1 July 2026 update set, effective from 2026-07-01). Superannuation Guarantee at 12% per Superannuation Guarantee (Administration) Act 1992 §19. STP Phase 2 PAYEVNT.0004 files are generated for the employer to route through a registered Sending Service Provider, BAS/tax agent, or future PLS-certified provider; v1 does NOT lodge STP directly with the ATO and is NOT a Digital Service Provider. Award and EBA rate verification is the user's responsibility — TaskRox does not interpret modern awards or enterprise agreements. Termination payments (including unused leave on termination — ATO Schedule 7 governs), ETP / genuine redundancy (Schedule 11 / former Schedule 30), bonus tax methods (Schedule 5 Method A/B), backpay adjustments, salary sacrifice, foreign-resident (Schedule 9), working-holiday-maker (Schedule 15) scales, and Medicare-levy-variation (NAT 0929) handling are NOT in scope for v1.

Pay runs are the unit of payroll execution. The lifecycle is draft → reviewed → finalised → STP P2 handoff payload generated → external lodgement recorded with reversed / amended branches off the finalised states.

• Draft holds in-progress pay events for review.
• Reviewed is the operator confirmation that the run is ready to finalise.
• Finalised binds the active ATO Schedule 1 ruleset version + SG rate to every pay event in the run; this version stays bound forever (the ruleset row is immutable).
• STP P2 handoff payload generated produces the downloadable PAYEVNT.0004 file.
• External lodgement recorded captures the SSP/BAS-agent tracking ID once the operator routes the file externally; both the lifecycle audit row AND a dedicated payroll.stp.externally_lodged audit row land atomically (the wording is explicit that lodgement is external, never an ATO submission).
• Reversed creates a new reversal run pointing back at the original.
• Amended issues a post-finalisation correction event matched against the original.

Payslip content is compliant with Fair Work Regulations 2009 Reg 3.46(1)(a)-(j) — every paragraph the regulation requires is rendered in the payslip output and SHA256-snapshotted for tamper detection.

Payslips are generated as PDF artifacts (via the storage spine) plus an immutable JSON snapshot of the pay-event inputs and outputs. A regulator can recompute the calculation offline from the snapshot if needed.

The bank file export uses the BECS Direct Entry ABA file format (AusPayNet BECS framework — the de facto Australian batch-payment standard accepted by all major banks).

The generator takes the employer trace BSB and account number at the time of generation (per-run; a future polish revision may add per-workspace defaults). Each worker's bank account must be active in the worker bank account register before the BECS file can include them.

Access to payroll surfaces is gated by an active payroll_admin grant — not by workspace admin membership. The bureau-workflow pattern: a regular workspace member CAN be granted payroll-admin without becoming a workspace admin.

Granting payroll-admin requires two different workspace admins (propose-then-confirm) or a super-user direct grant. The proposal expires after 24 hours if not confirmed; an opportunistic expiry sweep runs every time the governance UI loads to keep the live state accurate.

Revoking requires a written reason that's kept in the audit trail. Every transition writes a workspace.payroll_admin.* audit row.

Every payroll event writes an immutable audit row to the workspace audit log. The full action catalogue: payroll.pay_run.created, .reviewed, .finalised, .stp_file_generated, .external_lodgement_recorded, .reversed, plus payroll.pay_event.created, .amended, .reversed, plus the payslip / STP / BECS file lifecycle actions (generated, downloaded, cleanup_failed, read), plus the worker_bank_account create/deactivate actions, plus the workspace.payroll_admin grant actions (proposed, confirmed, revoked, expired).

A future report surface in the admin panel will let you filter the log by action / pay_run / worker / time range.

Create folders and subfolders to organise your documents. Folders can represent contract sections, disciplines, or document types (e.g. Drawings / Specifications / Reports / Correspondence).

Right-click a folder to rename or delete it. Drag documents to move them between folders.

Drag files onto the upload zone in the main document area, or click Upload. Supported formats: PDF, DOCX, XLSX, DWG, DXF, images, and most office/CAD formats. Max 50 MB per file.

Each document records: filename, size, upload date, uploaded by, revision, and status.

Revision — track document revisions (Rev A, B, C…). Add a new revision to create a new version while keeping the history.

Status codes: - For Construction — current, approved for use - For Review — awaiting approval - Superseded — replaced by a newer revision - Void — cancelled / no longer applicable

Every folder has an automatic arc/ subfolder for archiving documents.

Automatic archiving — when you upload a new revision (supersede), the previous version is moved to the arc/ subfolder automatically with a full audit trail.

Manual archiving — click the Archive icon on any document row to move it to arc/. You can optionally add a note explaining why (e.g. "Replaced per RFI-042 response").

Restoring — browse into an arc/ folder and click the Restore button to move a document back to its parent folder.

The arc/ folder appears in the folder tree with a count badge showing the number of archived files. It is greyed out and collapsed by default to keep the tree clean. Archive actions are recorded in the document's version history.

Files are served through private TaskRox storage access routes (including legacy /api/upload/[...path] paths and signed access flows). Only authenticated project members with module permission can download files.

To share a document with an external party, invite them as a project member with Documents → View permission.

The document picker lets project records link back to the same controlled Documents library instead of duplicating files. RFIs are one example; the same pattern supports evidence-heavy records such as QA, HSE, MOC, decisions and correspondence. In RFI edit mode, use Ref Documents → Add from library to attach controlled project documents after the RFI has already been raised.

Use Transmittals to issue one or more controlled documents to recipients with a transmittal number, subject, message, recipient list, and document set.

Use Reviews to route documents through controlled review assignments. Review records track status, assignees, due dates, outcomes, and review history so review obligations are visible rather than buried in email.

Use Set Up Folders to build a project document structure from standard lanes and saved templates.

The setup panel previews which folders are new versus already present before applying changes. Saved folder templates can be managed and reused across projects so document control does not start from a blank tree every time.

Document Templates let authorised users generate controlled project documents from block-based templates and merge fields.

Themes control generated document presentation such as colours, fonts, logo, page margins, header, and footer. The theme cascade resolves document, project, organisation, and system defaults, then snapshots the resolved theme so historical generated outputs remain stable.

Generated documents land in the project's Generated folder. DOCX is the canonical generated register file, with PDF available as a companion output where generated.

Supported documents can be opened in an external Office editor straight from the document register. Three editor lanes exist, and availability differs per workspace:

Whichever lane you use, TaskRox remains the controlled document register. Edits made in an external editor become official only through a controlled new version or save-back path that preserves the document's version history.

Not seeing the editor button? A document shows an editor button only when all of the following are true:

1. You have Documents Edit permission on the project. Read-only users keep preview and download.
2. The file type is supported for that lane (see the table above).
3. The document is the latest / current version — older revisions never show editor buttons.
4. The document is not archived, superseded, or void.
5. The lane's connector or configuration gate is satisfied:
6. - Google Sheets — the workspace connector is enabled (Organisation Settings → General → Google Sheets Connector), a workspace Google account is connected, and your TaskRox profile has a Google account email.
7. - Microsoft 365 — Microsoft 365 editing is configured for this TaskRox installation. If it is not configured, the button does not appear anywhere; there is no per-workspace toggle.
8. - ONLYOFFICE Docs — the ONLYOFFICE editor service is configured for this TaskRox installation and your organisation's ONLYOFFICE editing policy is enabled.

PDFs never show editor buttons. PDFs are published renditions and are preview/download-only by design. The controlled way to change a PDF is to supersede it — upload the revised file as a new version so the register keeps the full history.

Microsoft 365 here means document editing. It is separate from the Microsoft 365 / Outlook mailbox provider in Correspondence (see Correspondence → External mailbox providers), which syncs project email. Connecting one does not enable the other.

When enabled for your workspace, authorised users can open current XLSX documents in Google Sheets as external working copies.

Google Sheets is not the controlled record. TaskRox remains the official document register. Edits made in Google Sheets become official only when a user imports the working copy back into TaskRox as a new controlled document version.

The connector is controlled from Organisation Settings -> General -> Google Sheets Connector. A workspace admin must enable workspace access and connect a Google account before project users can create working copies.

Only users with Documents edit permission can create, open, import, or cancel Google Sheets working copies. Read-only users keep the normal preview and download workflow.

Working copies live in the workspace's connected Google Drive — not in personal Drives. To open one, each user needs a Google account email on their TaskRox profile (Settings -> Profile); TaskRox shares that specific file with them and the document panel shows who a copy is shared with. You'll be asked for this email the first time you open a working copy.

Working-copy access is automatically cleaned up: when a copy is imported or cancelled, per-user sharing is revoked and the Drive file is moved to trash. Active working copies that sit unimported for 14 days expire automatically — the copy is marked stale, sharing is revoked, and the Drive file is trashed. Create a fresh working copy from the latest document version to continue.

Enabling the connector copies selected workbooks into the connected Google Drive / Workspace environment. Use it only for nominated pilot workspaces and documents that are suitable for external Google editing.

Not seeing the button? Work through the visibility checklist in Editing documents in Office editors above — edit permission, supported file type (.xlsx only for this lane), latest version, document not archived/superseded/void, and the connector gates listed there.

Open the TMP module from the project sidebar to view every Traffic Management Plan for the project. The register supports search, status filtering, version visibility, and quick access into the canvas editor.

Click New TMP from the TMP register. Enter title, location, road name, speed zone, and road class, then create the plan to open the canvas editor.

Drag-and-drop lane layouts, work zone boundaries, signs, cones, barriers, delineators, traffic controllers, vehicles, and personnel onto the canvas. Add dimension lines and text annotations where the layout needs more context.

The sign library includes core AS 1742.3:2019 regulatory signs plus traffic control devices and personnel silhouettes. The rule panel checks advance warning distances, taper lengths, and sign spacing against the selected speed zone and road class. Warnings are informational and do not replace competent person review.

Export PDF or PNG outputs with project metadata, a scale legend, sign placement data, and a drafting disclaimer. TMPs follow draft → submitted → approved workflow. Approved versions are locked; editing creates a new draft version.

TMP has its own project module permission. Viewing and exporting requires TMP → View. Creating and editing requires TMP → Edit. Approving requires TMP → Admin. Existing role templates inherit the previous Documents-level access so current users are not locked out during the split.

The Workspace view is the main correspondence thread register. It shows project correspondence threads with status, participants, unread counts, attachments, assignment, formal flags, and linked project context.

Common statuses include New, Open, Pending reply, Awaiting response, Under review, Issued, Resolved, and Archived.

Use search and filters to find threads by subject, participant, status, assignment, visibility, or linked record type.

Use Compose to create a new message or draft a reply to an existing thread. Drafts appear in the Drafts view until they are sent, issued, rejected, withdrawn, or superseded.

Sender identities control who a message is sent as. General project replies can use the project identity where permitted. Formal sender identities such as Superintendent, Principal Rep, Contract Admin, PM, or Contractor Rep depend on the user's correspondence authority.

The Issue Register tracks formal correspondence such as notices, directions, EOT responses, claim responses, payment correspondence, variations, responses, and transmittals.

Formal issue actions require the right sender identity, authority scope, and approval state. A normal admin role alone does not automatically grant formal issue authority.

Issued formal correspondence is recorded with an issue number, type, subject snapshot, sender, timestamp, and status so the project has an auditable correspondence trail.

Threads can be project visibility or restricted visibility. Restricted threads are only visible to users with the required correspondence access.

AI assistance can summarise threads, draft replies, and suggest links to project records. AI does not send messages or create authoritative links without user review.

Historical correspondence can be imported through the import flow. Import uses message identity and fallback hashes to avoid duplicate messages. For ongoing capture, an org admin can also connect an external mailbox (see External mailbox providers below) so labelled/foldered mail syncs into the project automatically.

By default, projects send and receive through a TaskRox-managed address. An organisation admin can optionally connect an external mailbox so correspondence also flows through it:

• Gmail / Google Workspace — sync a chosen Gmail label into the project and send from Gmail-routed sender identities.
• Microsoft 365 / Outlook — sync a chosen Outlook folder into the project and send from Microsoft 365-routed sender identities.

Both are configured in Correspondence → Settings and are admin-only. Connecting a provider does not change anything for projects that have no connection — the TaskRox-managed address keeps working.

Sending from a connected provider requires two things: an explicit send permission on the connection, and domain consent for the sender address (so a connected mailbox cannot send as an address it is not authorised for). If a connection loses send permission, a re-consent prompt appears and outbound through that provider is blocked until it is restored.

Microsoft 365 connections start with read + send access to the mapped folder. An admin may optionally enable a mailbox-management upgrade so synced messages are tagged with a project category in Outlook; this is never required for the core connection.

Note: Microsoft 365 here is the mailbox provider for project email sync and sending. It is separate from Microsoft 365 document editing in the Documents module (see Documents → Editing documents in Office editors) — connecting a mailbox does not enable document editing, and vice versa.

Use the Send tab for one-to-one SMS or campaign-style multi-recipient sends. Recipients can be selected from project Contacts or entered manually as phone numbers.

SMS is for external phone-based communication. Use Messages for internal project chat and Correspondence for controlled email/formal correspondence.

SMS messages can be classified as operational, contractual, formal notice, SOPA/statutory notice, or internal-note style records depending on the selected notice class.

Formal and SOPA/statutory sends are treated as immutable records. The user must acknowledge the formal notice warning before sending, and TaskRox assigns a sequential notice number where the class requires it.

SMS supports notice metadata such as category, counterparty, clause reference, notice period, and attachment reference. This records context; it does not replace legal review of formal notices.

The Inbox groups inbound and outbound SMS by phone number so replies can be reviewed in thread context.

The Campaigns tab tracks multi-recipient sends with recipient count, sent count, delivered count, failed count, replies, opt-outs, and skipped opted-out recipients. Draft campaigns can be saved and sent later.

Carrier delivery events update sent, delivered, failed, and campaign metrics. Failed formal or statutory delivery is audit-sensitive and should be reviewed promptly.

STOP-style replies are detected as opt-outs. Opted-out recipients are skipped for future campaign sends so project teams do not keep messaging people who have withdrawn consent.

Click the composer at the top of the Wall. Type your update. Optionally:

• Attach photos / videos — click the camera/video icon. Images and videos are uploaded and displayed inline.
• Emoji — click the emoji icon to open the picker.
• Category — choose a category tag (General, Progress Update, Safety Alert, Weather Delay, etc.).

Click Post to publish.

Hover over any post and click the reaction button (👍) to add an emoji reaction. Click again to remove. Reaction counts are shown below each post.

Use the category tab bar at the top of the feed to filter posts by category: All · General · Progress · Safety · Weather · Other. Each category has a colour-coded badge.

A #general channel is auto-created for every project. Create additional channels for disciplines, subcontractors, or topics.

Click + New channel in the channel list panel. Enter a name and description.

Select a channel from the left panel. Type in the message input and press Enter (or click Send).

Messages are grouped by sender when sent within a short time window (similar to Slack). Each group shows the sender's name, avatar, and timestamp.

Near real-time — messages poll every 5 seconds. This avoids WebSocket complexity while keeping messages timely.

Use Messages for internal project chat and quick coordination.

Use Wall for project feed updates, progress media, reactions, and category-tagged posts.

Use SMS for external phone-based messages, campaigns, delivery tracking, opt-outs, and governed notice records.

Use Correspondence for controlled email-style communication, formal issue workflows, restricted threads, sender identities, and AI-assisted replies.

Click New contact. Fill in: - Name (required) - Company - Current Position — their job title (e.g. "Soil Technician", "Project Manager"). This is separate from their project role (access level). - Email - Phone - Notes - Contact Type — Internal or External (optional, auto-detects from email domain if left blank)

Contacts are classified as Internal or External:

Auto-detection: If your org has an Internal Domain set (in Settings > General), contacts with matching email domains are automatically classified as internal. For example, if your internal domain is acme.com, a contact with email john@acme.com is auto-classified as internal.

Manual override: You can always set or change the contact type manually when creating or editing a contact.

Filtering: Use the Type dropdown in the contacts register to filter by Internal, External, or All.

Contacts have two distinct "role" concepts:

Current Position is free text set when creating the contact. Project Role is a role template assigned when inviting the contact to the app — it controls what modules and actions they can access.

Both are visible in the contacts table as separate columns. Project roles are colour-coded for quick scanning.

Contacts without app access show an Invite button (or Assign via invite in the Project Role column). Clicking opens the invite dialog:

1. Select a Project Role (required, defaults to Stakeholder)
2. Click Send invite
3. The contact receives an email with a 7-day link to create their account

Once accepted, the contact becomes an active app user with the assigned role's permissions. Their Project Role appears as a colour-coded badge in the contacts table.

Re-sending — if an invite is pending, you can click Re-send to generate a fresh 7-day link (the old one is invalidated).

Click Import to bulk-add contacts from a CSV file. Supported formats: - TaskRox template — download the template CSV, fill in, and upload - Outlook export — export from Microsoft Outlook and upload directly

The importer auto-detects column headers and shows a preview before importing. Duplicate contacts (matched by email or name+company) are skipped.

Use the search bar to find contacts by name, company, position, or email.

Click Export CSV to download the full contact list for this project.

The Business Register is the workspace company directory. It is separate from project Contacts: Contacts track people on a project, while the Business Register tracks companies and their profile history across the workspace.

Supplier Enquiries are designed for lightweight procurement and package follow-up. They are useful for RFQs, availability checks, quote requests, capability checks and clarification trails before or during delivery.

This is not a full tendering, purchase order, contract award or accounts payable system. Those workflows remain outside this phase.

Business profiles centralise company details, category, status, contact information and linked people.

The Business Register includes an enquiry count so commercial and delivery teams can see which businesses have active or historical Supplier Enquiries without opening every profile.

Supplier Enquiries can be created from a Business Profile or from a project Supplier Enquiries page.

Project-scoped enquiries appear at /project/[projectId]/supplier-enquiry and can be filtered by supplier, status, enquiry type, follow-up state and search text. Typical statuses are draft, sent, follow-up required, responded, quoted, declined, not suitable, no response and closed.

Each enquiry stores the title, scope summary, enquiry type, status, source channel, sent/response dates, supplier contact, lead time, install/availability flags, quote amount, response summary, follow-up date, close reason and notes.

Project Supplier Enquiries use the supplier_enquiry permission key. Users need the relevant project access to view or edit project-scoped enquiries.

Workspace-level business profile enquiries are limited to users with the appropriate workspace-level access. Archived projects are read-only.

Document and correspondence links are stored through dedicated tenant-safe link tables so a project-scoped enquiry cannot attach records from another workspace or project.

Insurance belongs to the company (Business Register), because one certificate can support many projects. A project then defines requirements (which insurance types are mandatory, the minimum cover, and the expiry-warning window), and the compliance matrix evaluates every engaged company × required type into a single status:

• Compliant — accepted, in-date, meets the minimum limit.
• Expiring soon — accepted but within the project warning window.
• Expired — accepted but past expiry.
• Below minimum — accepted and current, but the limit is under the requirement.
• Missing — required, but no evaluable policy.
• Pending review — evidence uploaded, not yet accepted.
• Rejected — latest evidence rejected.
• Exception approved — a time-limited waiver covers the gap.
• Not required — the requirement does not apply to that company type.

A company's headline status is its worst cell. v1 is warning/readiness only — gaps are surfaced but do not block.

Open a company in the Business Register and use the Insurance tab to register policies by type. For each policy capture the insurer, policy number, cover limit, expiry, and optionally upload the certificate of currency. A policy starts as Draft; Submit moves it to pending review; an admin/coordinator can Accept, Reject, or Approve exception (a dated waiver with a reason). Renew supersedes the old policy and opens a fresh draft. The review-history strip shows every action.

Open a project's Contractor Insurance page for the compliance matrix (companies × required types), a KPI strip, status filters, dashboard widgets (vendors requiring action, compliance by type, expiry outlook), and CSV export. Click any cell to drill into that company's policies. Admins configure the project's requirements (type, minimum limit, warning days, and the company types each requirement applies to) and the engaged companies from the same page.

Commitments show an insurance-readiness panel (the company's headline status + open-gap count) with links to the company profile and project matrix. Reports can include a *Contractor Insurance Compliance* summary section and an *Insurance Expiry Outlook* table. Permission key: contractor_insurance (none/view/edit/admin); certificate evidence is gated by the same permission.

Open Settings ▸ Signature to save how your signature looks — upload an image, draw it on the canvas, or type your name in a signature font. Mark one as your default; it is applied automatically when you sign. Your saved signatures are private to you. Saving a signature is only an appearance — it is not, by itself, authority to bind your organisation to a contract (see Signatory authority below).

From a project's Signature register, choose “Send for signature” and pick a generated document (only template-generated PDFs can be signed, so the placed fields land precisely). Add recipients — team members or external email contacts — choose the formal role each signs as, and set the signing order (sequential or parallel). You then drag signature / initial / date / name / title fields onto the document and assign each to a recipient; if the template carries role anchors, “Auto-place” positions them for you. You can also use “Generate & send for signature” straight from the document-generation screen.

Internal team members sign in-app at the document's signing page: they review the document, agree to the electronic-signature consent, and click Sign — their saved appearance is stamped onto their fields. External counterparties receive a secure, single-use email link to a public signing page; depending on what the sender chose they confirm their identity with a one-time code (email or SMS) before viewing the document, give consent, then type their signature and sign or decline with a reason. Every step — viewed, consent, identity verified, signed — is recorded with timestamp, IP address and method.

When all parties have signed, TaskRox seals the document: it flattens the signed pages, appends a Certificate of Completion (the full audit trail), embeds a tamper-evident PAdES digital signature, and records a SHA-256 content hash. The sealed PDF is downloadable from the envelope detail page and is verifiable in Adobe Acrobat / standard PDF tools. Any later edit to the file breaks the signature (“digest mismatch”), which is what makes it tamper-evident.

Signing as a formal contractual role (Superintendent, Principal's Representative, Principal, Contractor, Contractor's Representative) requires authority — a saved signature is not enough. Workspace and project admins grant authority under Signature ▸ Authority (per project, or org-wide for org admins). If an internal signer is assigned a formal role without authority, sending is blocked with a clear message until the grant is made. External counterparties sign as their own party and are not gated by your authority register.

The project Signature register lists every envelope with its status and recipient progress; the workspace “My Signatures” inbox shows everything awaiting your signature plus what you've sent, across all projects. Notifications tell senders when a document is signed, completed or declined, and remind recipients that a document needs their signature.

The Reports module aggregates data from all other modules into summary statistics:

• Task summary — total tasks, by status, overdue count
• RFI summary — draft / issued / open / response pending / answered / closed, overdue
• QA summary — open NCRs, pass/fail ratio, pending TRs
• HSE summary — days since last incident, open actions, incidents by severity
• Budget summary — budget vs committed vs forecast

Use module registers and report templates for deeper filtered outputs and exports where available.

Closeout is the project completion workspace. It sits after Reports in the project module list and guides the team from delivery evidence through lessons learnt, operational readiness, handover evidence, close-out reporting, follow-on actions, contract improvements, and final archive.

The overview brings together: - close-out report status - lessons learnt counts - open RFIs, NCRs, HSE actions, MOCs, decisions, and follow-on actions - operational readiness percentage - archive readiness advisories - final archive state

Closeout is guided, not forced. Advisory checks warn the team before archive, but authorised users can continue after explicit confirmation.

The Close-Out Report tab lets the team build a structured completion report from TaskRox data and project narrative.

Use it to: - select and reorder report sections - edit narrative sections - pull KPI and readiness summaries from project data - include lessons learnt, follow-on actions, contract improvements, and appendix evidence - move the report through draft, in review, and finalised states - export a DOCX or open the print-ready report preview for PDF printing

Lessons learnt can be captured from day one, not only at the end of the job.

Each lesson records: - positive or negative type - title and description - supporting explanation - underlying causes for negative lessons - recommended future behaviours - critical lesson flag - linked records such as photos, documents, RFIs, NCRs, HSE records, MOCs, and decisions

Report wording can be adjusted without changing the original lesson record.

Operational Readiness tracks handover, commissioning, documentation, training, and support items with status, due dates, required flags, and completion notes.

Follow-On Actions capture work that must continue after practical completion, with owner, priority, status, due date, and linked records.

Contract Improvements capture what should change next time: clause or scope reference, recommendation, rationale, owner, priority, status, and source links. This turns project closeout into reusable procurement intelligence.

The Archive tab is the final controlled step. It reuses the existing project archive system, but Closeout now provides the workflow and readiness context before freezing the record.

Archive readiness checks look for missing or incomplete closeout material such as no final report, no lessons learnt, open RFIs, open NCRs, open HSE actions, incomplete readiness items, and open follow-on actions.

When a project is archived it becomes read-only. It can be unarchived from Closeout by users with the right permission.

Workforce is a top-level operational domain, not a project module.

Its job is to answer: - who is compliant right now - who is blocked and why - what is expiring soon - who is ready to mobilise

The overview page shows live KPI cards, company compliance breakdown, and open exceptions.

Use People for the master worker list and Matrix for the fast compliance view.

The matrix shows people against requirements so you can see missing, expired, pending, restricted, or compliant states in one place. This is the fastest way to spot readiness gaps before deployment.

The Talent Pool is a governed pool of prospects — people you are tracking *before* they are engaged (your interest register, shortlist, or labour-hire bench).

Switch the Engaged Workers / Talent Pool segment at the top of the People register to see them. Each prospect moves through a funnel — New → Screening → Shortlisted → Contacted → Offer → Placed → Archived — set on the register or the profile.

A prospect is deliberately excluded from mobilisation, clearance rollups, roster, payroll, project assignment, training-compliance gates, site access, and global search until you Convert to Engaged Worker — a one-click action on the profile that keeps the same record, so the CV, parsed experience, skills, and sourcing provenance carry over with no re-entry.

Getting people in (self-serve): - Import (admin) — paste or upload a CSV/XLSX with columns like Name, Role, Area of Expertise, Experience, and Funnel Status. We read your file only; your source is never changed. Free-text expertise is preserved as *imported* provenance. - Bulk CV upload (admin) — drop multiple PDF/DOCX CVs; each becomes a prospect and is AI-parsed into structured experience.

Finding and cleaning up prospects: - Rank — choose a project in the Talent Pool and rank prospects by project fit. The score is explainable: matching experience sectors/skills, current project evidence, and confidence/provenance. - Duplicates — review email/name matches and explicitly merge a source prospect into the correct target. Merges are audited, keep the source as an archived prospect, and move CV/experience/evidence where safe.

Provenance badges on the profile show where each attribute came from — imported, AI-parsed, manual, or verified — so operators can trust the data and human-verify before relying on it.

The Requirements area is the rules engine. It defines what a person may need for their role, trade, task, project, site, or equipment exposure.

Evidence is then recorded through: - Inductions - Licences & Competencies - Medical & Restrictions - Authorisations

TaskRox treats these as structured compliance records, not just uploaded certificates.

Mobilisation turns the compliance engine into an operational readiness result.

Use: - Mobilisation for ready / warning / blocked deployment status - Expiries for upcoming or overdue records - Actions & Exceptions for the items that need follow-up or formal acceptance

Project modules consume these outcomes later through Resources and other field workflows.

Site Pass provides mobile digital access credentials for workers and supervisors.

Field workers can display their pass on Android with: - Worker photo, name, employer, role, and access number - QR code for contactless verification - Live compliance status (training, induction, medical, SWMS) - Approved projects and access areas - Offline pass caching with 24-hour expiry - Last-synced timestamp for offline awareness

Supervisors and security personnel with scanner permissions can: - Scan worker QR codes or enter access numbers manually - View real-time verification results (approved/blocked/warning) - See privacy-safe reason codes (medical details are never displayed) - Record sign-on and sign-off events - Track access event history

Key principles: - Android provides field UX only - Web backend calculates all compliance and approval logic - Medical details are excluded from all displays - Scanner and sign-on actions require online connection - Permissions: view (own pass), edit (scan/verify), admin (manage assignments)

The Training module is the single canonical source for every compliance question — what items exist, what each worker holds, what a project requires, and whether a worker is cleared.

Training Library, worker Evidence, and project Requirements are one system. The org Training surface, project Training matrix, Workforce person profile, Resources readiness, and Site Pass all read the same Evidence record for any given worker + item.

The Training module operates at two levels: - Organisation-level (/training) — manage the Training Library, sessions, enrolments, worker Evidence, and expiries across all projects - Project-level (/project/[id]/training) — pick Library items as project requirements, run project-scoped sessions, and read the readiness matrix

Use Training to manage: - the Training Library — every kind of compliance item (course, licence, VOC, medical, induction, authorisation, SOP acknowledgement, unit qualification, toolbox talk) - trainers (internal and external) and sessions - enrolments, attendance, and results - worker Evidence — the canonical compliance record per worker per item - expiries and refresher windows - project requirements that reference Library items

The Training Overview dashboard provides a snapshot of training activity across your organisation.

Use the dashboard to spot scheduling gaps, identify Library items that need refresher sessions, and monitor expiries before they affect site readiness.

The Training Library at /training/library is the canonical list of every training item your organisation tracks.

Item types: - Course — internal/external/RTO/accredited course or refresher - Unit / qualification — RII unit, skill set, certificate qualification - Licence — EWP, forklift, crane, high-risk work licence - VOC — Verification of Competency - Medical / restriction — medical clearance, fit-for-work, restriction status - Induction — site, company, or visitor induction - Authorisation — site, plant, or role authorisation - Toolbox / briefing — toolbox talk, pre-start briefing - SOP / document acknowledgement — SWMS, SOP, policy sign-off

Each Library item carries a default validity period, evidence requirement flag, verification requirement flag, and a "delivery capable" flag indicating whether sessions can be scheduled against it.

> The legacy /training/courses and /training/catalogue URLs both redirect to /training/library.

Sessions are scheduled delivery events for a Training Library item. Pass results renew worker Evidence in the canonical Library.

Course types: - Accredited Course — externally certified (e.g. First Aid, CSE, WAH) - Induction Course — site or corporate induction - Internal Course — organisation-developed training - External Course — delivered by third-party providers

Delivery methods: - Classroom - Online / eLearning - Onsite face-to-face - Blended - Toolbox talk

Session statuses: - Draft — not yet published - Scheduled — upcoming, open for enrolments - Open — currently in progress - Closed — completed, attendance recorded

Trainers can be internal employees or external contractors. Each trainer record carries qualifications and active/inactive status. When scheduling a session, pick the trainer from your pool — sessions link to trainers for reporting and workload tracking.

Enrolments place people into sessions. Results record what happened. Pass results renew the worker's canonical Evidence in the Training Library.

Enrolment workflow: 1. Select a session 2. Add workers from the workforce 3. Workers receive notification (if enabled) 4. On session day, mark attendance 5. Record pass/fail and completion date 6. Issue certificates and set expiry

Result statuses: - Enrolled — registered for session - Attended — present at session - Completed — passed and certified - Failed — did not pass assessment - No-show — did not attend

A pass result automatically updates the worker's canonical Evidence record for the corresponding Library item — no separate "mapping" step is required. The unified Training/Evidence system writes through one canonical service path.

Worker Evidence at /training/evidence is the canonical compliance record for every worker × Library item combination. This is the same record displayed on the Workforce person profile (Training/Evidence tab), the project Training matrix, and the workforce matrix — one row, surfaced everywhere it matters.

Find any worker × item: - Search by worker name or item name/code - Filter by canonical status — Compliant, Expiring, Expired, Missing, Pending verification, Restricted, Medical restriction, Not required - URL-stable filters — share filtered views with colleagues

Edit Evidence: - Update completion date, expiry date, evidence URL, notes - Change status (with reasons preserved in history) - Verify or reject pending evidence - Waive a requirement (with mandatory reason — auditable) - Archive obsolete evidence

Status calculation is deterministic and centralised: the same precedence rules drive the matrix, the access calculator, the resources readiness check, and the site pass scanner. There is no parallel status source — this is the single answer to "is this worker current?".

Expiring Evidence and Expired Evidence KPIs surface compliance items that need renewal.

The expiring view shows: - Workers with Evidence expiring in the next 30/60/90 days (configurable window) - Overdue Evidence that has already expired - Items with no expiry set (non-expiring items)

When you complete a refresher session, the canonical Evidence renews automatically — no manual mapping is needed. This was the role of the legacy "Workforce Mappings" feature, which has been retired now that course completion fans out to canonical Evidence directly.

Each project can define its own training requirements that reference Library items.

Project Training tabs: - Matrix — worker × requirement readiness grid, sourced from canonical Evidence - Requirements — pick Training Library items and scope them to project rules (all workers / role / company / trade / plant class / work area / crew / individual) - Evidence — project-relevant worker Evidence, filtered from canonical records - Sessions — project-scoped sessions, if applicable - Library — read/pick/create items from the canonical Training Library

Training Readiness panel: The hero panel shows overall project training health: - Readiness percentage (workers fully compliant) - Total project requirements - Workers with gaps - Upcoming sessions - Library items active for the project

Matrix cell editor: Click any matrix cell to edit Evidence inline (for users with edit permission). Sensitive fields like medical restrictions and fit-for-work status are NOT exposed at the cell level — those remain on the Workforce profile under role-gated tabs.

Guided setup: If requirements are missing, a setup banner guides you through assigning Training Library items as project requirements and capturing worker Evidence.

Create and deliver a new training item: 1. Go to Training → Library 2. Search for the item — most common items are pre-seeded 3. If the item doesn't exist, create one with the right item type, validity period, and evidence/verification flags 4. Go to Sessions → Schedule Session 5. Pick the Library item, trainer, date, location 6. Publish session and enrol workers 7. On session day, mark attendance and record results 8. Pass results renew worker Evidence automatically

Set up project training requirements: 1. Go to Project → Training → Requirements tab 2. Click Add Requirement 3. Pick a Training Library item 4. Set scope (all workers / role / company / individual etc.) and mandatory level 5. Matrix tab now shows compliance status against canonical Evidence

Find and update a worker's Evidence: 1. Go to Training → Evidence (or Workforce → Person → Training/Evidence tab) 2. Search by worker name or item 3. Open the row → edit completion / expiry / verification / notes 4. Save — the change is reflected immediately on the project matrix, workforce matrix, and Resources readiness

Track expiring training: 1. Go to Training → Overview 2. Open the Expiring Evidence KPI 3. Filter by expiry window or item type 4. Export list or schedule refresher sessions

My Training Passport is the worker-self lane on the canonical evidence system. Workers own their training data and can carry it across projects and employers.

Workers see the passport at /my/training (linked from the sidebar My Work → My Passport). It surfaces only their own Evidence — there is no cross-worker view from this lane.

Worker-self surfaces (under /my/training): - Dashboard (/my/training) — status summary (verified, expiring, expired, pending review, clarification, rejected, draft), required actions, project readiness, recent submissions, sharing shortcuts, privacy notice. - Uploads (/my/training/upload) — pick a Library item, attach a certificate (PDF or image, 25 MB max), enter dates and notes, and either save as draft or submit for verification. Drafts, submitted, and clarification-requested rows are all editable from this page. - Records (/my/training/record) — the worker's full evidence list with status filters and item-type filters. - Expiries (/my/training/expiry) — verified evidence approaching or past expiry, bucketed by urgency (expired / 30 days / 60 days / 90 days / beyond) with a Renew CTA. - Readiness (/my/training/readiness) — per-project readiness against assigned projects' training requirements, with portability proof (the same verified evidence satisfies requirements in every assigned project). - Sharing (/my/training/sharing) — create controlled views of training evidence for an employer, project, or external recipient (4 share kinds × 4 recipient kinds), revoke any time. Public links can never expose raw medical detail.

Verification rule (worker view): only admin-verified evidence counts toward project compliance. The dashboard shows pending submissions distinctly from verified evidence — pending is "I've submitted, awaiting admin" not "this counts." This mirrors the canonical verified-only readiness rule.

Self-only access: every /my/training/* route is gated by the requireSelfPerson() helper. A user without a linked workforce profile sees a friendly "Your account isn't linked to a worker profile" message instead of a 500 error.

Admin verification queue: admins use /training/passport-queue to review worker-submitted evidence. Action buttons: Verify (one click), Request clarification (audit-note dialog), Reject (audit-note dialog with required reason). The queue is tabbed: Awaiting review (submission_status='submitted') vs Clarification requested (submission_status='clarification_required').

Notifications: every state transition fires an in-app notification. Worker submission → notify all org admins. Admin verify / reject / request clarification → notify the worker. Rejection includes the reason; clarification includes the admin's note.

Audit trail: every state transition writes a row to audit_log. The 11-action passport taxonomy: passport.evidence.{create,update,submit,withdraw,verify,supersede,reject,clarification} plus passport.share.{create,access,revoke}. Share-access events surface a medical_raw_exposed flag so compliance auditors can answer "did this access actually expose raw medical data?" without re-running the projection engine.

The Roster module manages rotation patterns and crew swings for projects that run shift work — typical for construction, civil, and mining sites with FIFO, DIDO, or local-rotation crews.

It answers:

• Who is on site today? — the Today view at /project/[id]/roster.
• What does the next 14 / 28 / 60 days look like? — the calendar grid.
• Who is across multiple projects? — the workspace overview at /roster.

The module does not calculate pay, certify fatigue compliance, or replace the Workforce master record. It produces *expected* attendance; Daily Reports remain the source of truth for *actual* attendance.

Rotation patterns are reusable on/off day strings — for example WWWWWWWOOOOOOO (7/7 even time), WWWWWWWWOOOOOO (8/6 FIFO), or WWWWWOO (5/2 standard). Patterns can be workspace-scoped (reusable across every project) or project-scoped (specific to one site).

A crew combines a rotation pattern, a pattern start date, a colour, and a target strength. Crew phase offsets are how you achieve alternating coverage — Crew A with pattern start 2026-06-01 and Crew B with pattern start 2026-06-08 give continuous 7-on cover.

An assignment links a workforce person to a crew for a date range. One worker can only hold one active assignment per project at a time; overlapping windows are rejected.

Use the override editor to mark an individual day as leave, training, induction, travel, absent, RDO, or a custom status. Overrides override the baseline pattern for that one day; they keep the audit trail and capture an optional note.

Note visibility — override notes may carry context like a leave reason. Anyone who can open the roster (roster.view and above) sees the full note; access is controlled by the module permission, not a separate note-level gate.

Bulk overrides — the override dialog accepts a date range so you can mark a worker as on leave for a week without clicking each day.

Each project has an advisory fatigue configuration: max consecutive working days, min off days, max shift hours, and min break hours. Cells past the configured consecutive-days threshold receive a warning ring in the grid and contribute to the Reports "Fatigue flags" metric.

This is advisory only. TaskRox does not certify fatigue compliance. Australian fatigue management remains the operator's responsibility per the relevant work-health-and-safety regime.

On the Daily Reports labour section, the Roster action pre-fills labour rows from the rostered-on workers for the report date. Duplicates are skipped by worker reference (workforce_person_id) or name.

The Roster Reconciliation panel on each report compares rostered-on workers against captured labour rows and surfaces:

• Rostered, not reported — workers expected on shift with no labour row.
• Reported, not rostered — labour rows for workers not on the roster (visitors, casual hires).
• Matched — workers in both lists, with expected vs reported hour delta.

Use this to find missing labour rows before approval or to spot late roster updates that need to be applied.

When a Daily Report is approved and a timesheet handoff batch is created, the roster crew name, rotation pattern code, designation, and shift mode are attached to each handed-off labour row as read-only context fields — they appear in the batch detail API and as additional columns at the end of the payroll handoff CSV export.

The CSV also carries work placement columns (project_name and site_name) at the end of each row: every row names its project, and site_name carries the project's Site when it is placed at one (empty for standalone projects). Workspace-period batches can span multiple projects, so downstream payroll uses these to attribute hours per project and site.

This is context only. The handoff does not calculate pay, apply award rates, or assume any payroll system schema beyond the existing 16-column labour mapping — all context columns are appended after it, so existing column positions never move.

/roster (workspace-scoped) shows every active assignment in the workspace alongside:

• Bench — active workforce people with no current roster assignment.
• Demand vs availability — per project, the active assignment count, unique workers, sum of crew target strength, and shortfall.
• Cross-project conflicts — workers actively assigned to overlapping date windows on more than one project. Resolve by demobilising or narrowing one assignment.

The page reads existing roster data only; create patterns, crew, and assignments at the project level (/project/[id]/roster).

GET /api/roster/availability?startDate=&endDate=&position=&role=&projectId=&crewId= returns a workspace-scoped availability list for use by Resources or Gantt planning. Per worker, the response reports working days, leave days, and travel days within the requested window (max 90 days).

The endpoint is read-only and consumes existing roster data — it does not mutate assignments or overrides.

The project Reports register surfaces a 14-day roster outlook above the register tabs:

• workers, assignments, expected and worked shifts;
• attendance rate, leave utilisation, and fatigue flagged worker count;
• per-crew assigned count, target strength, on-today / leave / training / travel counts.

These metrics use the same roster engine as the project page so what you see on the calendar matches what Reports rolls up.

The workspace roster (/roster) offers four ways to read the same scoped data:

• Rotation Timeline — crew swimlanes grouped Project ▸ Crew ▸ Worker. Bar colour = roster status (emerald on swing, cyan travel, amber leave, pale dashed off/RDO), labelled in-block where width permits; crew identity is the left colour accent on each row, not the bar fill. Each worker row also carries a compact current-status + next-movement summary (and a readiness/conflict warning flag) in the left column, and every block has a hover/focus card with worker, crew, project, status, dates, duration, rotation pattern, and any override/conflict. ▸ mobilise / ◂ demobilise edge markers flag swing edges. An Off / RDO toggle hides or shows the pale off-swing bands. The scale view for "who moves when".
• Person/Pair Calendar — pick 1–4 people (or a position's back-to-back set) and read their movements on a month grid, with handover (⇄) and gap/overlap rings.
• Position Coverage — one lane per (project, position); red = gap, emerald = covered, amber = overlap. The continuity checker for a seat.
• Mobilisation Board — a date-ordered worklist of upcoming movements (swing edges), each with its booking coverage. The logistics action list (see below).

Movements are computed on read from assignment dates + swing pattern — there is no separate movement table.

A travel booking captures one leg of a movement: a flight, accommodation, vehicle hire, transfer, or other. Each booking has its own status — draft → requested → booked → confirmed → changed / cancelled — provider (a Business Register company or free-text), reference, optional cost, and optional booking evidence (ticket / itinerary / confirmation / invoice) uploaded against it.

Bundle several bookings under one movement by giving them the same person + date + direction — a flight and a hire car for the same mobilisation are separate lines.

Required coverage is not guessed from bookings alone. You define requirements (e.g. "every crew mobilisation needs a flight + accommodation") and a movement is unbooked until it has a non-cancelled confirmed booking for each required type. If a swing date shifts after a booking is made, the booking is flagged out of step so you can re-book.

The Mobilisation Board lists every upcoming movement with its coverage state (unbooked / partial / covered), missing booking types, provider, and an out-of-step badge. Search, multi-select Project / Direction / Coverage filters, sort, density, and a column picker work as on any TaskRox register. Select rows to bulk-confirm or bulk-cancel (bulk cancel needs roster_travel admin).

Use Export (top-right) to download the board as CSV, XLSX, or PDF for the current window.

Movements and bookings also appear in the Calendar, drive Notifications (unbooked movement, booking confirmed / changed / cancelled, movement moved), feed a Reports → Logistics Outlook section, and surface provider booking counts on the Business Register company profile — all only to users who hold roster_travel view.

The roster module follows the standard none / view / edit / admin permission model:

Workspace owners and admins receive admin access automatically.

Travel & Logistics is gated by a separate roster_travel sub-permission (none / view / edit / admin) because booking existence and cost are more sensitive than roster status. view reads bookings, movements, and the board; edit creates/updates bookings and links expense claims; admin manages requirements and cancellations. Booking cost and reference are hidden below roster_travel.view, and booking existence never leaks into the Calendar, Global Search, Business Register, or Reports for users without it.

TaskRox separates three related ideas:

• Plant Library — the public reference catalogue of plant manufacturers and models (specifications, categories, images). It describes *kinds* of equipment, not your machines.
• Fleet — your organisation's owned, hired, and leased equipment, with maintenance state, compliance, and service history. Open it from the sidebar Company → Fleet.
• Asset Management (Organisation settings) — the master asset register behind Fleet: QR identity, supplier and commercial details, documents, and event history.

For *where an asset is deployed and who has custody on a project*, use the project Resources module. For *live location, geofences and movement alerts*, see the Asset Tracking topic.

Company → Fleet lands on the maintenance dashboard. It summarises the fleet's maintenance position: open and in-progress work orders, active fault reports, service plans due, and recent activity — so a fleet coordinator can see what needs attention without opening each register.

From the dashboard you can drill into Plans, Work Orders, Faults, Parts, Downtime, Analytics, and Vendors.

Service plans define recurring preventive maintenance for an asset — what service is due, on what interval (date- or meter-based), and what work it generates.

Plan statuses: Active, Suspended, Completed. Active plans generate scheduled work orders as their interval falls due, so routine servicing does not depend on someone remembering.

A work order is the unit of maintenance work against a fleet asset.

Work orders carry labour entries, parts used, external services, and cost summaries. Completing a work order that was raised from a fault report resolves the linked fault automatically.

Fault reports capture defects and breakdowns from the field — manually, or from operator pre-starts and inspections.

Each fault records a type (mechanical, electrical, hydraulic, structural, safety, other), a severity (Low / Medium / High / Critical), and a status: Reported → Acknowledged → In progress → Resolved → Closed, with Deferred available for items consciously parked.

Raise a work order from a fault to schedule the repair; the fault tracks through to resolution with the work order.

Parts — a parts inventory register with stock levels, so consumables and spares used on work orders draw from a tracked inventory.

Downtime — record downtime events per asset (when, how long, why). Downtime feeds the reliability analytics.

Meter readings — record engine hours / odometer readings; meter-based service plans use them to determine when the next service falls due.

Analytics — reliability and cost views across the fleet: downtime trends, maintenance cost summaries, and per-asset history, so decisions about repair-vs-replace are backed by data.

Vendors — external service providers and suppliers used in maintenance, with their work history.

Compliance — fleet compliance requirements (registrations, inspections, certifications) tracked per asset so expiries surface before they become a site access problem.

The Plant Library is the public catalogue of plant categories, manufacturers, and models. Browse it to reference specifications without creating anything.

From a library model you can:

• Add to fleet — create a fleet asset of that model in your organisation's register.
• Use in project — put the plant to work on a project's plant register.

Your fleet register then carries your unit-specific details (plant number, rego, condition, compliance, service state) on top of the library model's specifications.

Asset Tracking extends Asset Management and Fleet with location visibility, telematics data, geofences, and alerts.

This feature helps teams: - View last-known locations for tracked assets on project and organisation maps - Monitor asset movement, battery status, and reporting health - Set geofence boundaries and receive alerts when assets enter or exit zones - Track assets during theft recovery or deployment verification - Understand utilisation and stale-state for battery-powered trackers

What it is NOT: - Personnel phone tracking. Asset Tracking is for company-owned equipment, vehicles, and assets only. Personnel location tracking is not supported in the first release.

Asset Tracking uses a provider-agnostic architecture.

The system supports: - Simulated/demo provider — generates test events for development and training - Future live providers — Digital Matter, Teltonika, Samsara, Geotab, Trackunit, and other telematics platforms

All incoming location data is: 1. Received via webhook or API ingest 2. Stored as raw provider payload 3. Normalised into a common position/event model 4. Displayed on maps and asset detail panels

This design allows TaskRox to support multiple hardware vendors and tracking platforms without vendor lock-in.

To track an asset, assign a tracker device to it.

Go to Asset Management → Asset detail → Tracking tab, then: 1. Click Assign tracker 2. Select the provider account and device ID 3. Set install date, expected report interval, stale threshold, mounting method 4. Optionally upload install photo and add notes 5. Save

Once assigned, the system begins ingesting location events for that device and linking them to the asset.

Unassignment: Click Unassign tracker to remove the assignment. Historical position records remain linked to the asset for audit purposes.

Organisation asset map shows all tracked assets across the organisation.

Project asset map shows assets deployed to a specific project.

Each map displays: - Asset markers with last-known position - Last seen timestamp - Movement state (stationary / moving / stale) - Battery level and signal strength - Asset name, category, and status

Stale markers — if an asset hasn't reported within the expected interval + stale threshold, the marker changes colour to indicate a stale state.

Clustering — when zoomed out, nearby markers are grouped. Zoom in to expand clusters.

Geofences are virtual boundaries drawn on the map.

Create a geofence: 1. Open the asset map 2. Click Create geofence 3. Draw a polygon or circle on the map 4. Set the geofence name, description, and alert rules 5. Save

Alert rules: - Enter — trigger when an asset enters the geofence - Exit — trigger when an asset exits the geofence - Dwell — trigger when an asset remains inside for a specified duration

Alerts are logged in the asset tracking alert register and can be configured to send notifications to project or organisation users.

Every asset detail page has a Tracking tab.

This tab shows: - Tracker assignment details (device ID, provider, install date, mounting method) - Latest position map - Last seen timestamp - Movement state, battery level, signal strength - Expected next report time - Stale/low-battery/tamper state badges - Recent position history (last 24 hours or configurable range) - Geofence events related to this asset - Alert history

Click View full history to see the complete position trail with timestamps, coordinates, accuracy, and source type.

Most battery-powered asset trackers are last-reporting devices, not continuous real-time trackers.

Typical reporting intervals: - Standard mode — once per day or every few hours (conserves battery) - Movement-triggered mode — reports when movement is detected - Recovery mode — frequent reporting (every few minutes) for theft recovery, drains battery faster

Battery life depends on: - Reporting interval - Signal strength - Temperature - Device model and battery capacity

The UI shows: - Last seen — when the device last reported - Expected next report — based on configured interval - Stale — if the device hasn't reported within expected window + threshold - Low battery — if battery level drops below threshold

Always communicate realistic battery expectations. A device reporting once per day may run for 3–5 years on batteries. A device in recovery mode may last only days or weeks.

Asset Tracking has its own permission layer:

Default stance: - Project users do not automatically receive organisation-wide asset tracking access - Location history export requires elevated permission - Provider credentials are only visible to administrators - Recovery mode is restricted and audited

All tracking-related actions are logged:

• Tracker assignment / unassignment / reassignment
• Location history export
• Provider account changes
• API key or webhook secret changes
• Geofence create / update / delete
• Alert rule create / update / delete
• Recovery mode activation / deactivation

Audit logs include user, timestamp, action type, affected asset, and related details.

This supports compliance, security, and accountability around asset tracking operations.

Asset Tracking retention policy:

Retention settings may be configurable per organisation. Contact support for custom retention requirements.

Asset Tracking is for company-owned equipment, not people.

The feature tracks: - Vehicles - Plant and equipment - Tools and toolboxes - Containers and trailers - Generators, pumps, compressors - Any asset owned, hired, or leased by the organisation

Personnel phone tracking is not supported in the first release. If it is ever added, it will be: - Explicitly opt-in - Visibly active to the person being tracked - Limited to narrow safety or attendance use cases - Disabled outside agreed work context - Subject to short retention - Covered by customer policy acknowledgement - Audited when accessed

Custodian visibility — the system may show who currently has custody of an asset (via QR checkout), but this is about asset responsibility, not employee surveillance.

Before enabling vehicle or asset tracking, ensure your organisation has a clear policy that covers: - What is tracked and why - Who has access to location data - How long data is retained - Employee notification and consent where relevant

TaskRox uses a provider-agnostic model. Hardware can be selected based on asset type, customer region, network coverage, and budget.

Current support: - Simulated/demo provider — generates test data for training and development

Future integration targets: - Digital Matter — Oyster3 (rugged LTE-M/NB-IoT), Yabby Edge Cellular (compact GNSS/Wi-Fi) - Teltonika — FMC920 (vehicle telematics), TAT240 (tamper-proof asset tracker) - Samsara, Geotab, Trackunit — enterprise telematics integration for customers who already use these platforms

Do not rely on consumer Bluetooth tags (Apple AirTag, Tile) as the primary tracking system. They are not suitable for enterprise asset management.

Asset Tracking is a paid add-on per tracked asset.

Commercial decisions still being finalised: - Whether TaskRox sells hardware or recommends supported devices only - Device ownership model - SIM/data cost responsibility - Freight, install support, warranty, returns, replacement process - Whether powered vehicle installs require a qualified auto electrician - Whether recovery mode creates extra cost due to increased reporting frequency - Whether devices can be reassigned, wiped, returned, or redeployed

Contact sales for current pricing and fulfilment options.

AI Studio is the dedicated AI workspace in TaskRox. It is separate from normal module pages and supports both fast Q&A and reusable outputs.

Tabs: - Chat — free-form project-aware conversation - Chat Assist — guided prompt categories (including Help & how-to) that start a well-formed question for you - Reports — structured generated outputs - Saved — retained drafts and summaries

In Chat, ask questions in either portfolio scope or a selected project scope.

When scoped to a project, TaskRox AI builds a live context snapshot before response generation (for example task, RFI, NCR, HSE, budget, and milestone signals).

Streaming responses support: - Stop while generating - Regenerate the latest assistant response without duplicating the user prompt - Partial-response preservation if a stream is interrupted

For safety, a conversation's project scope is immutable after creation (you cannot swap project scope mid-thread).

TaskRox AI also answers product how-to questions — for example *"How do I open a document in Google Sheets?"* or *"How do I set up a roster rotation?"*.

When it detects a how-to question, it grounds the answer in this Help manual and links the relevant help page so you can read the full documentation. Where a feature is controlled by a workspace setting (for example the Google Sheets connector), the answer reflects whether that feature is currently enabled for your workspace.

TaskRox AI deliberately does not provide general tech support for unrelated third-party tools — it answers the TaskRox-relevant part of a question and points you to the right help page.

Assistant responses include provenance metadata for decision-grade prompts: - scope indicator (Project or All projects) - Data as of timestamp - queried module/domain summary - confidence label (High / Medium / Low) - assumption list when inference was required

Where supported, responses also show contextual quick actions (for example open a linked module/register). Quick actions only appear if your role has permission for that module.

Use Reports to generate structured outputs and Saved to retain reusable drafts/summaries.

Daily message limits apply to non-super users. The UI shows remaining allowance and reset time. Reset policy is UTC, with local display in the client.

If upstream AI service issues occur, user-safe error messages are shown (for example timeout, temporary provider unavailability, or retryable rate-limit errors). AI usage health is visible to super users in Administration → AI.

Compliance Navigator is a dedicated AI Studio lane that answers "what applies to this job?" — the permits, approvals, utility checks, safety controls, evidence, and TaskRox actions a piece of work needs, grounded in reviewed compliance sources with citations. It is compliance support and workflow assistance, not legal advice. The lane is enabled per workspace by an admin; when it is not enabled it does not appear.

Use the context builder (project, jurisdiction, work type, focus areas) so answers are scoped. If a project has no usable location, the lane says jurisdiction-specific requirements can't be determined and links you to complete the project location — it never guesses.

Every answer cites its sources with their publisher, dates, and review status (reviewed / unreviewed-verify / stale / superseded). Unreviewed sources are flagged and never give definitive guidance.

Action packs: turn an answer into a reviewable pack, then export selected items into real TaskRox records — tasks, HSE actions, document placeholders, QA hold points, training requirements, daily-report prompts, and correspondence drafts. Each item is gated by the *target* module's own permission, and only items grounded in a cited source can be exported; the review screen shows what you can and can't create.

Incident triage: for a near miss or incident, the lane leads with immediate-safety steps, a fact-gathering checklist, and a notification decision path — it never concludes whether an event is notifiable. "Report as HSE incident" creates a real incident marked under review (notifiability is not pre-judged) plus an investigation checklist for the accountable person to assess.

TaskRox uses a layered permission model that evaluates access from the top down:

1. Organisation — org-level role (Owner / Org Admin / Member / Viewer)
2. Project — project membership with a role template
3. Module — per-module permission levels (None / View / Edit / Admin)

Each layer inherits from the one above. Org Admins and Owners automatically have Admin access to all project modules. Everyone else uses the project-level role template plus any per-member overrides.

Every user has an org-level role inside their own workspace:

Change org roles under Organisation → Members.

Important: Owners and Org Admins automatically have Admin access to all modules in every project — they bypass project-level permissions entirely.

Project access is controlled by: - project membership - a role template (defines default permissions for each module) - optional per-member overrides

Eight built-in role templates cover common roles:

TaskRox ships with these 8 system templates by default. Depending on your organisation setup, additional templates may also be available.

When inviting a person to a project, the Project Role is the access template. It is separate from the contact's Current Position or real-world job title.

Each project module resolves to one of four levels per member:

The sidebar automatically hides modules where the user has None permission. Modules with View permission show a lock icon to indicate read-only access.

Dashboard visibility auto-inherits: if a user can access any other module, Dashboard is shown at least as View.

Assign a template to a project member, then override individual modules as needed.

Two ways to manage overrides:

1. Project Settings → Team — expand a member's row to see the per-module permission grid. Click any module's level pill to change it.

1. Organisation → User Control (Org Admins only) — see all users across all projects with a visual permission matrix. Edit template and overrides from one central location.

Overrides are visually distinguished from template defaults: - Blue indicates the permission comes from the template - Amber indicates an explicit override

Click Reset to Template to clear all overrides and return to template defaults.

Org Admins can access Organisation → User Control to manage all users and their permissions in one place.

Features: - See all org users with their org roles - See which projects each user is on - View and edit permissions via a visual matrix UI - Filter and search across users and projects - Change role templates and add overrides

The User Control Hub shows: - User cards with project membership counts - Per-project role template and override count - Full permission matrix when editing

This is the recommended way to audit and manage permissions across your organisation.

Contacts can be classified as internal or external, then invited into the app with a project role.

Safe pattern for external users: 1. Keep their org role as Member or Viewer 2. Add them only to the required project 3. Use a constrained role template such as Consultant or Stakeholder 4. Apply per-module overrides only where needed

This keeps the project directory, invite flow, and permission model aligned.

Q: Why can't a user see a module in the sidebar? Their effective permission for that module is None. Check their role template and any overrides in Project Settings → Team or User Control.

Q: Why does someone have full access even though their template is restricted? If they are an Org Admin or Owner, they automatically have Admin access to all modules — role templates don't apply to them.

Q: How do I give someone read-only access to just one module? 1. Assign them the Stakeholder template (which has mostly None/View permissions) 2. Add an override for the specific module to set it to View

Q: What happens when I change someone's role template? Their effective permissions update immediately. Any existing overrides are preserved unless you explicitly reset to template.

Q: How do I audit who has access to what? Use Organisation → User Control to see all users and their project permissions in one view.

Two entry points:

1. Sidebar — the gear icon at the bottom of each project's module list.
2. Gantt toolbar — the calendar-cog icon links directly to the Schedule tab.

The URL is /project/[projectId]/settings.

Configure the project's scheduling calendar:

Calendar preset — select one to auto-fill all fields. Options: 5-8 Mon–Fri 8 hours, 5-10 Mon–Fri 10 hours (default), 7-12 Mon–Sun 12 hours, 7-24 Mon–Sun 24 hours, Custom.

Working days — checkboxes for Mon–Sun.

Work hours — shift start and end times.

Hours per day — used in Gantt duration tooltips (e.g. "5d = 50h").

Night shift — toggle on for 24/7 projects. Adds night start/end fields.

FS successor start — Next working day (skip weekends) or Next calendar day (no skip, for 24/7).

Non-working dates — add public holidays and shutdowns. These are shipped past when computing FS constraints.

View all project members. For each member:

• Current org role (Owner/Org Admin/Member)
• Assigned role template (dropdown to change)
• Expandable per-module permission grid showing effective permission level and any overrides

Click a module's permission level to set an override for that member. The override shows in a different colour.

Project Settings also includes General and Notifications tabs for project-scoped configuration.

Use these tabs for project-level defaults and notification behaviour as those settings expand. Keep in mind that Project Settings is contextual to the active project and is not part of the global Settings area.

Your personal settings area includes: - Profile — name, email, company, position, avatar - Preferences — module defaults and behaviour, including Navigation - Appearance — UI colour and display preferences - Security — password and MFA settings

In Settings → Preferences → Navigation you can choose your default landing page, hide/show allowed navigation groups, and reset to defaults.

Navigation preferences are user-specific and can only reduce visible items. They never bypass org feature controls, RBAC, or project membership.

These are about *your account*, not the whole organisation.

Organisation admins work inside Organisation.

Key areas include: - General — organisation details and internal domain - Members — org members and roles - Notifications — organisation-wide default channels, digest timing, critical event protection and policy audit visibility - Asset Management — organisation-level asset register, QR identity, supplier and commercial controls - Fleet — plant and vehicle operations view over the asset register - Billing — plan visibility and subscription administration

Asset Management stores the organisation's actual assets, including owned, hired and leased equipment, QR identity, status, supplier details, documents, compliance records, financial fields and event history.

Fleet is the plant and vehicle operations view over those assets, including service dates, registration expiry and optional links to the public Plant Library catalogue.

Asset Tracking adds location visibility and telematics — assign trackers to assets, view last-known positions on maps, set geofences, monitor battery and movement state, and track deployment or theft recovery.

Use Asset Management for the master asset record. Use project Resources for where those assets are deployed and who currently has custody on a specific project.

Go to Settings → Security. Click Enable 2FA.

1. Scan the QR code with an authenticator app (Google Authenticator, Authy, 1Password, etc.)
2. Enter the 6-digit code to confirm.

Once enabled, every login requires a TOTP code after your password. To disable, go back to Security and click Disable 2FA — requires your current code.

The billing page shows your current plan (Trial / Pro / Enterprise), subscription state, billable seat count, storage usage versus allowance, billing contact, and payment profile.

Pricing is in AUD per billable user per month. Owner, Admin, and Member tiers are billable; Viewer-tier members and external contacts are free seats. Pro is $50 AUD / user / month, Enterprise is $100 AUD / user / month, both with a 20% annual prepay option.

The only charges beyond plan-price × billable users are storage over allowance (Enterprise overage at 25¢ AUD per GB per month; Trial and Pro hard-block at limit) and optional platform-paid AI usage via prepaid credit packs (BYO-key AI is free and is the default). Both are disclosed before any charge.

If you are a platform super user, the separate Administration area gives you platform-wide audit, AI, organisation, project, user, and login-history visibility.

The Administration area is available to platform-level super users. It is separate from normal organisation settings.

Use it for cross-org oversight, not for day-to-day project administration inside a single tenant.

The main admin navigation includes: - Overview — platform stats, recent signups, recent activity - Organisations — tenant list and rollups - Users — cross-org user management - Projects — cross-org project visibility - AI — provider and usage metrics

The system section includes: - Audit Log — platform-wide action history - Login History — every authentication attempt with success/failure, IP, browser details, and failure reason

Login History is useful for security monitoring, troubleshooting MFA/login problems, and platform forensics.

For deep-drill traces of these tables, including the writer paths, action-key conventions, and forensic queries, see the [Login History and Audit-Log Interpretation](/admin/help/audit-login-history) topic in Superadmin Help.

Operational, route, service, and DB-level traces for high-impact admin areas live in [Superadmin Help](/admin/help). Each topic follows a layered Information Architecture so an operator can land on a single-paragraph summary and reach the exact route handler / service function / table column in two clicks or less.

Phase-1 deep-drill topics:

• [Signup and First-Workspace Provisioning](/admin/help/signup-flow) — every field, validation, and DB write traced from /api/auth/signup through signup().
• [Platform User Creation Paths (Signup vs Invite)](/admin/help/user-creation-paths) — three paths into users, contrasted side-by-side.
• [Workspace Context Resolution (org_id vs active_workspace_id)](/admin/help/workspace-context) — how every request decides which workspace to scope to.
• [Super Admin Access Boundaries and Escalation Surfaces](/admin/help/superadmin-boundaries) — where super_user bypasses RBAC and where it does not.
• [Login History and Audit-Log Interpretation](/admin/help/audit-login-history) — two distinct telemetry trails and how to join them.
• [Workforce Admin User-Link Capability](/admin/help/workforce-user-link) — set/clear workforce_person.user_id to recover /my/training/* access without SQL.

Each topic is structured as L1 Summary → L2 Operations → L3 Technical Trace → Verification → Change Risk so the same page serves both quick operational checks and engineering-grade investigations.

Forgot password — click "Forgot password?" on the login screen. A reset link is emailed (valid 1 hour).

2FA code not working — ensure your device clock is synced. If you've lost your authenticator, contact your org admin to reset 2FA on your account.

Account locked — after 5 failed attempts, wait 15 minutes or contact your org admin.

Wrong org — login is email-based. Make sure you're using the email you were invited with.

Max file size — 50 MB per file.

Supported formats — PDF, DOCX, XLSX, DWG, DXF, PNG, JPG, JPEG, GIF, MP4, MOV, and common office/CAD formats.

Wall media — attach photos or videos to Wall posts. Videos are served directly (no transcoding).

If uploads fail, check your browser console/network errors and verify storage provider configuration and health (local path or configured object storage endpoint).

1. Check spam/junk folders.
2. Add notifications@taskrox.com to your contacts.
3. Org admins: verify the RESEND_API_KEY env var is set correctly.
4. Check the audit log for failed notification attempts.

Contact support if issues persist.

Most registers have a CSV export button in the toolbar: - Gantt task list - RFI register - QA registers (TR, NCR) - HSE incident register - Daily Reports exports - Budget / BOQ - Contacts - Photos (via library / report flows)

PDF manual — click Print / PDF in the Help section. Use your browser's Print → Save as PDF.

Full data export — contact support for enterprise data portability (database backup).

Email — support@taskrox.com

Web form — taskrox.com/contact

Response times: | Plan | Response time | |---|---| | Trial | Best effort (1–3 business days) | | Pro | Next business day | | Enterprise | 4 business hours (priority SLA) |

When contacting support, include: org name, affected project, steps to reproduce.