📄 Projects & Tasks
A project represents a job site or a body of work. Inside each project you create tasks — individual work items. Tasks can have assigned people and equipment, due dates, statuses, and priorities.
Welcome to SiteSync
A quick guide to help you get the most out of the platform.
⚙️What is SiteSync
The big picture in 30 seconds.
SiteSync helps sitework companies in construction and demolition manage their day-to-day operations: who is working, what equipment is being used, and where each project stands.
On top of that, it comes with a built-in AI planning assistant that can look up your data, suggest resource assignments, and even create or update records for you — all within a chat conversation.
Everything is organised under your organisation. All the data your team creates belongs to it, and is completely separate from other organisations on the platform.
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Quickstart: create your first project, add a few employees and equipment items, then open chat and ask the assistant to plan your tasks.
📚Managing Your Data
The main things you will work with in SiteSync.
👤 Employees
Your employee records represent the people who work on your projects. An employee does not need a SiteSync login — they are workforce records you assign to tasks. On paid plans, you can also track their skills and certifications.
🔧 Equipment & Tools
Equipment covers heavy machinery (excavators, loaders, cranes). Tools are smaller, portable items (jackhammers, saws, drills). Both can be assigned to tasks.
🗂️ Documents
Upload files (PDFs, spreadsheets, etc.) to the documents section. Documents can be processed so the AI assistant can read and answer questions about their content when you attach them to a chat.
👥 Users & Team Members
Users are the people who actually log in to SiteSync. You can invite team members from Organisation → Invitations and assign them roles: Owner (full control), Planner (manage projects and tasks), or Worker (view assigned work). Planner and Worker roles are available on paid plans.
🤖AI Assistant
Your planning co-pilot, available from the Chat page.
The assistant understands your data and the construction/demolition domain. You talk to it in plain language, and it responds in real time.
What you can ask it to do
🔍
Look up your data
"Who is available next Monday?" or "Show me overdue tasks on Project X."
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Create records
"Add 5 demolition tasks to Project Alpha and assign people to them."
✏️
Update records
"Move the deadline for Task 12 to next Friday" or "Change the status to In Progress."
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Answer questions about documents
Attach a processed file to the chat and ask: "What tasks are mentioned in this PDF?"
📊
Do calculations
"How many days between March 10 and April 22?" or "What's the average task duration?"
🗑️
Archive records
"Archive all completed tasks on Project Beta."
How it plans
- Tries to assign at least one person to each task.
- Suggests equipment or tools when the type of work calls for it.
- Checks for schedule conflicts before assigning people.
- Prefers reusing people and equipment already on the same project.
- When importing many tasks from a document, it creates all tasks first, then assigns resources in a follow-up step.
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Tip: You can create multiple chats to keep different planning conversations separate. The assistant only sees the current chat.
✅AI Actions
How the assistant changes your data — safely.
The assistant never changes anything behind your back. Whenever it needs to create, update, or delete something, it shows you a proposed change called an AI Action. You then decide what happens:
- 1Approve — the change goes through immediately.
- 2Edit — adjust the values first, then approve.
- 3Reject — nothing happens, the proposal is discarded.
Controlling what the assistant can see
Organisation owners can control exactly which data fields the assistant has access to. Go to Organisation → AI Permissions and set each field to:
- Hidden — the assistant cannot see this field at all.
- Read-only — the assistant can see it but cannot change it.
- Read-write — the assistant can see it and propose changes.
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If the assistant seems to be missing certain data, check your AI Permissions — hidden fields are completely invisible and cannot be revealed from the chat.
⚙️Organisation Settings
Customise SiteSync to fit how your company works.
Organisation Details
View and edit your company info in Organisation → Details.
Team Members
See who has access in Members and send new invitations from Invitations.
Statuses & Priorities
Customise the status and priority options for your projects and tasks in Statuses and Priorities.
AI Permissions
Control which fields the AI assistant can see and change in AI Permissions.
Data Providers Starter+
Connect external systems to sync data into SiteSync via Providers.
Account & Security
Manage your personal profile, password, and two-factor authentication from Account → Settings.
🔔
Notifications are delivered in real time — check the Notifications page. On paid plans, you also get email alerts for important events.
🏆Plans & Limits
What you can do depends on your organisation's plan.
| Funktion | Kostenlos | Starter | Pro | Enterprise |
|---|---|---|---|---|
| Unbegrenzte Mitarbeitende | max. 10 | |||
| Basisplanung | ||||
| Geräteverfolgung | ||||
| Qualifikationen & Zertifikate | ||||
| E-Mail-Benachrichtigungen | ||||
| Integrationen | ||||
| Rollen & Berechtigungen | ||||
| KI-Assistent & Chat | ||||
| Erweiterte Warnungen | ||||
| Verbesserungspläne | ||||
| Prioritäts-Support | ||||
| Kostenlose Integrationseinrichtung | ||||
| Kostenloses Onboarding & Training | ||||
| White Labeling | ||||
| API-Zugriff | ||||
| Persönlicher Account Manager | ||||
| SLA-Garantie |
What is included on each plan
The Free plan includes the AI assistant and core data management. Starting from Starter, you unlock:
🔗 External data sync🎓 Employee skills & certifications📧 Email notifications👥 Planner & Worker roles
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Want to upgrade? Contact [email protected].
💡Good to Know
A few things worth keeping in mind.
- The AI assistant acts immediately — it cannot schedule changes for a future date. All approved actions take effect right away.
- To ask the assistant about a document, you need to attach it to the chat and make sure it has been processed. It does not have access to all your documents by default.
- If certain data seems invisible to the assistant, check AI Permissions — hidden fields are strictly hidden and cannot be revealed from the chat.
- On the Free plan, only the organisation owner can log in. To invite team members, you need a Starter plan or above.
- The AI assistant has a daily usage budget per organisation. If you reach the limit, the assistant becomes available again the next day.
- Very large bulk requests (e.g. creating hundreds of tasks at once) may need to be split across multiple messages.
- When you delete a record, it is archived (hidden) rather than permanently removed.