Project Setup & Basics

Getting Started

Learn the basics of BuilderPal projects — how to create your first project, understand the dashboard, and see how a job moves through its lifecycle.

Getting Started

Create Your First Project

Summary

This tutorial guides you through the process of creating your first project in BuilderPal, allowing you to organize work, assign team members, and set visibility options for collaboration.

How-To Video

Prerequisites

Steps

  1. Navigate to https://app.builderpal.com/notifications.

  2. Click "Projects".

  3. Click "Get started by creating a new project".

  4. Enter your project name, fill in the "Description / Project Notes" field, and add participants if needed.

  5. Decide if your project is internal or accessible to hired trades, then click "Next".

  6. Enter the project address, then click "Create".

Confirmation

Your new project has been created successfully, and you will be redirected to the project dashboard where you can begin adding actions, schedules, or more details.

FAQ

Can I add participants after creating the project?
Yes, you can manage participants at any time from the project settings or participants section.

What does "internal or accessible to hired trades" mean?
Internal projects are visible only to your team; accessible projects allow invited subcontractors or trades to view and collaborate on relevant details.

Is the project address required?
Yes, it helps with geo-features like mapping and clock-in validation, but you can edit it later if needed.

What if I don't have participants to add yet?
Adding participants is optional during creation; you can skip and invite them later via the project dashboard.

Can I create multiple projects at once?
No, projects are created one at a time, but you can quickly repeat the process for additional ones.

Getting Started

Learn The Project Dashboard

This article explains the key features of the Project Dashboard in BuilderPal and how to use them for effective project oversight.

Summary

The Project Dashboard groups navigation, monitoring, and management tools in one place, helping teams stay informed and take action quickly.

Prerequisites

Steps

  1. Access the Project Dashboard

    • Log in to BuilderPal via web or mobile.
    • Select a project from the Projects menu or search for it.

  2. View the Overview Section

    • Review the top section of the dashboard for project summary details such as:
      • Status
      • Timeline
      • Budget overview
      • Alerts or notifications

  3. Navigate Key Features

    • Use the sidebar or tabs to access core sections, including:
      • Tasks
      • Documents
      • Team
      • Bids
      • Timesheets
      • RFIs / Submittals
    • Click any section to drill into detailed views.
      Screen Shot 2026-01-22 at 10.10.02 AM.png

  4. Manage Tasks and Schedule Actions

    • Open the Tasks section to:
      • View open items
      • Assign responsibilities
      • Add new tasks
    • Use filters to sort by priority or due date.

Tips

Getting Started

Project Lifecycle Overview

Summary

The project lifecycle in BuilderPal represents the stages of a construction project from initiation to closeout, integrated with dashboard tools for monitoring and management. This overview explains how BuilderPal supports each phase to streamline workflows for contractors.

Why It Matters & How It Works

The problem it solves
Construction projects often span multiple phases and tools, making tracking messy. This lack of visibility can lead to missed steps, delays, and budget overruns.

Why it matters to contractors
BuilderPal’s project lifecycle ties everything together in one place. Real-time dashboard updates give teams clear visibility, reduce manual errors, and help everyone stay aligned and productive.

How it works (project lifecycle)

Real-world example
For a renovation project, you’d start by creating the project on the dashboard, plan the work using bid packages, execute tasks in Actions, monitor progress in the Overview, and finish by uploading final documents and closing out the project.

● Workflow / Tutorial: Learn the Project Dashboard

● Reference: Project Settings Reference

● Troubleshooting / FAQ: Dashboard Data Not Updating

Metadata

● Relevant Roles: Admin (GC), Admin (SUB), Admin (SHORTCUT), Team Project Manager, Team Member, Team Finance Manager, Team Business Manager, Team Supervisor

● Feature Area: Project Setup Basics

● Article Type: Concept / Overview

Manage Your Projects

Everything you need to control what happens inside a project — update details, manage participants, adjust settings, and understand project roles.

Manage Your Projects

How Projects Relate to Subcontractors

Summary

In BuilderPal, subcontractors are directly tied to each project. Each one acts as a trade-specific workspace that connects planning, communication, documents, and bidding — all inside a single job.

This is what lets you break a complex build into clean, manageable scopes without losing structure.

Subcontractors Live Inside Projects

Every subcontractor belongs to a specific project.

They are not global company records or random contacts — they are project-based workspaces created for that job only.

For example, on a renovation project like:

16 Ave Farm House Renovation

You might create subcontractors for:

• Plumber • Electrician • Concrete Contractor • Drywall Installer • HVAC Tech

Each one is tied only to that project and its scope of work.

They Structure Work by Trade

Subcontractors organize your project by scope, not just by name.

This allows you to:

Instead of one giant task list, each subcontractor holds its own slice of the project.

They Exist Before Hiring Anyone

You don’t need to have a real contractor yet.

Subcontractors can be created early so you can:

All before a real person or company is involved.

This means you can structure your entire project before awarding a single job.

They Connect Actions to Responsibility

Subcontractors aren’t just labels.

They define who the work is intended for.

When you assign actions to a subcontractor, those actions become part of that trade’s scope. Once you later award a contact, everything already assigned moves with that subcontractor automatically.

This keeps your planning intact even as real people get involved later.

They Power the Bidding Flow

Subcontractors are central to BuilderPal’s bidding process.

Each one can be used to:

Once awarded, the subcontractor workspace becomes the contractor’s operational area for that job.

They Control Document Flow

Each subcontractor has its own document section.

This allows you to:

Documents stay grouped under the correct scope instead of floating loosely across the project.

They Influence Scheduling

Because subcontractors hold actions and assigned responsibilities, they naturally feed into:

You’re timing scopes, not just individual people — which makes changes easier when crews change or availability shifts.

How Everything Ties Together

Think of it like this:

The Project is the container.

Inside it:

Everything flows through the subcontractor structure.

Manage Your Projects

Edit Project Details

Summary

Update your project settings, including status, assigned manager, address, and adding actions or documents to a project. This guide will show you how to customize project configurations and attach files as the job progresses.

Prerequisites

Steps

  1. Access the Projects Section and Open a Project

    • From the main dashboard, click Projects.
    • Select a project from the list




  2. Update Project Status and Assigned Manager

    • Click the current project status (e.g., In Progress).
    • Select a new status (e.g., Planning).
    • Click Assigned Manager.
    • Select a manager (e.g., Porter Dietrich).
    • Click Settings.
    • Update the manager role as needed (e.g., Team Administrator).

    • Click Save to apply the updates.


  3. Edit the Project Address

    • Click the project address (e.g., 1333 South Park Street, Halifax, NS B3J 2K9 Canada).
    • Click Save to apply changes.




  4. Add an Action

    • Click View all actions.
    • Click Add actions to your project.
    • Select Scheduled Work.




  5. Upload a Project Document

    • Click Upload Document.
    • Select Add file from project documents.
    • Confirm to attach the document.

Tips

● Learn The Project Dashboard

● Manage Project Participants

● Navigate Your Projects

● Organize Your Projects

● Project Access Explained

● How to Create a New Project

Manage Your Projects

Project Access Explained

Summary

This article explains how project access works in BuilderPal—who can see which projects, how team boundaries affect visibility, and how General Contractors and Subcontractors collaborate without ever sharing full project workspaces. Understanding these rules ensures your team knows exactly what each person can see and do inside BuilderPal.

Prerequisites

How Project Access Works

Project access is determined by two separate systems:

  1. Your Role — defines what you can do inside a project
  2. Your Project Access — defines which projects you can open or see

These systems work together, but they are not the same.
A role does not grant visibility into every project—only into projects your team owns or ones you’ve been added to.

1. Projects Belong to Teams

Every project in BuilderPal is owned by a team, not an individual.

Because each organization owns their own projects:

Project access never crosses team boundaries unless shared through an Action.

2. Access Inside Your Own Team

Inside your company, your role determines visibility across your team’s projects.

Team Administrator

Project Manager

Supervisors and Team Members

These roles can see:

They cannot view projects they have not been invited into.

3. Cross-Team Access (GC ↔ Subcontractor)

When you hire a subcontractor and award a bid:

Even though these two projects are related:

What the GC Cannot See

What the GC Can See

Only items shared through Actions, such as:

This ensures clean collaboration without exposing internal project data.

4. How Information Flows Between Teams

Projects are private.
Actions are shared.

Actions act as the “bridge” between GC and subcontractor teams.

Each team can see:

Each team cannot see:

This mirrors real construction workflows—each company maintains its own internal job folder while collaborating through structured requests and deliverables.

5. Subcontractor Projects

When a subcontractor is awarded work, they receive a full private project, including:

The GC cannot open or browse this project.

GC visibility into Subcontractor work:

6. Upstream vs Downstream Assignments

Assignment direction controls visibility:

GC → Subcontractor (Downstream)

Subcontractor → GC (Upstream)

This prevents upstream task creation and keeps responsibilities clear.

7. My Tasks Workspace vs Assigned Work

My Tasks Workspace is a private personal project that belongs only to you.
It does not belong to your team, and even Admins cannot open it unless you invite them.

Inside My Tasks:

To see tasks assigned to you across all projects, use your To-Do List, not My Tasks.

FAQ

Can Admins see all projects?
Admins can see all projects owned by their own team, but cannot access subcontractor-owned projects or personal My Tasks projects unless invited.

Can subcontractors see my GC project?
No. Subcontractors only see actions assigned to them, not your full project workspace.

Do POs and Bills sync between GC and Sub projects?
Yes—because they are Actions. The action thread manages visibility, not the project itself.

Can subcontractors assign actions to the GC?
No. Work only flows downstream from GC → Sub.

Why can’t I see a project someone mentioned?
You must either:

Manage Your Projects

Project Settings Reference

Summary

This reference covers the fields and options available in the Project Settings modal of BuilderPal, allowing users to edit core project information like name, manager, description, and color.

Key Details

● Definition/description: Project Settings is the modal accessed from the dashboard for updating project metadata, manager, and appearance without affecting tasks or documents.

● Field or option meanings: Fields control project identification, leadership, notes, and visual tagging; see table for details.

● Role requirements: Editable by admins and project managers; view-only for other team roles.

Table or List of Values

Item Description Notes
Assigned Manager The user responsible for overseeing the project. Dropdown of team members; changing sends notification. Example: "Michael George @michaelgeorgeco".
Project Name The primary name of the project. Required; used in lists and headers. Example: "Public Project".
Description / Project Notes Additional details or notes about the project. Optional text field for internal reference. Example: "Reno project notes".
Color A color tag for visual identification in lists. Dropdown of colors; helps with quick scanning. Example: Purple square.
Delete Project Button to permanently remove the project. Use with caution; deletes all associated data. No example (destructive action).


Screen Shot 2026-01-22 at 2.57.45 PM.png

Manage Your Projects

Manage Project Participants

Summary

This tutorial covers how to add team members to a project by opening the participants window, searching for users, and saving changes. It helps ensure the right people have access for collaboration and task assignment.

Prerequisites

● Role or permission needed: Admin (GC), Admin (SUB), Admin (SHORTCUT), Team Project Manager, or Team Business Manager.

● Any setup required: Log in to BuilderPal and open an active project from the Projects menu.

Steps

  1. Open your Project from the Projects menu and click on the participants located on the right, beneath Job Chat.

2. Opening the Participants window will show all team members currently on the Project. Searching and selecting team members will then add them to the Project, then close the window.

3. Click "Save" to add the newly selected members to the Project.

Confirmation

“You’ll know it worked when the participant list updates with the new members, and they receive an invitation or notification email.”

Tips

● Pro tip or best practice: Review the team list after saving to confirm roles and access levels are correct for security.

● Shortcut or time saver: Use the search field to quickly find existing company members instead of typing full emails.

● Concept Overview: Roles & Permissions

● Reference: Project Access Explained

● Troubleshooting: Participant Not Receiving Invite

Manage Your Projects

Sharing & Visibility Rules

Summary

Sharing & Visibility Rules define who can see what inside BuilderPal—across projects, documents, tasks, and communication. BuilderPal keeps each team’s internal work private while surfacing only the information required for collaboration between General Contractors (GCs) and Subcontractors.

Why It Matters

The problem: Construction teams need structured collaboration, not oversharing. GCs must coordinate multiple trades, while subcontractors must protect their internal workflows and documents.

The benefit: BuilderPal creates a clean separation between teams while automatically surfacing the information needed to work together—reducing confusion, preventing oversharing, and keeping every team in control of its own work.

How It Works

1. Project Ownership

BuilderPal uses project ownership to determine what each team can see.

GC-Owned Projects

The GC’s team can see:

Subcontractor-Owned Projects

Created automatically when the GC awards a subcontract.

GC teams:

Subcontractor teams:

2. What Subcontractors Can See

Subs can see:

Subs cannot see:

3. What the GC Can See From Subcontractors

GCs cannot access the subcontractor’s actual project.

Instead, BuilderPal surfaces the subcontractor’s uploads into:

A. GC Project → Subcontractors Page → Documents Module

Shows:

B. GC Project → Documents → Subcontractors Folder

One folder per subcontractor, containing:

GCs cannot see:

4. Document Sharing Rules

When Subs Upload Documents

Subs upload into their subcontractor project, not into the GC’s folders.

BuilderPal then automatically mirrors their documents upstream into:

Subs never upload into:

When GCs Share Documents

GC files shared downward appear in the subcontractor’s project in:

5. Schedule Visibility

Subcontractors See:

Subs do not see:

GC Sees:

6. Job Chat Visibility

Each subcontractor has:

A. A private GC ↔ Sub chat channel

B. A general project chat channel (optional for everyone)

Subs cannot access:

7. Task & Activity Visibility

Subcontractors Can See:

GCs Can See:

GCs cannot see:

8. My Tasks Workspace Visibility

The My Tasks Workspace is personal to each user.

It functions as a personal organizational dashboard—completely private unless you choose to invite someone.

Real-World Example

  1. A GC awards a plumbing subcontract.
  2. BuilderPal creates a Plumber Subcontractor Project (owned by the plumber).
  3. The GC assigns tasks to the plumber.
  4. The plumber uploads drawings → they surface automatically into the GC’s subcontractor folders.
  5. The GC shares updated site drawings → they appear in the plumber’s Shared From Contractor folder.
  6. Both teams communicate in the private GC↔Plumber chat channel.
  7. No team sees information unrelated to their scope.

When to Use This Article

Use these rules when you need to understand:

Navigate & Organize Your Projects

Find and organize your projects from the main project list — learn how to sort, search, clean up old jobs, and move quickly between the work you manage.

Navigate & Organize Your Projects

Navigate Your Projects

Summary

This tutorial covers the basics of finding, filtering, and switching between projects in BuilderPal. It helps you quickly access the right project dashboard and organize your list using filters for efficient management.

Prerequisites

● Role or permission needed: Any team member with access to projects (e.g., Admin GC, Team Project Manager, Team Member).

● Any setup required: Log in to your BuilderPal account.

Steps

  1. Access the Projects List

    ○ From the main dashboard, click the Projects tab in the sidebar to view all your accessible projects.

     




  2. Apply Filters to Organize

    ○ Click "Filters" at the top, select criteria like status (e.g., "Planning") or date, then click "Apply" to sort and group the list.


  1. Select and Navigate to a Project

    ○ Click on the desired project name (e.g., "Chaska, MN") from the filtered list to open its dashboard and details.

Screen Shot 2026-01-21 at 10.58.38 AM.png

Tips

● Pro tip or best practice: Use status filters like "Planning" to focus on active phases, and combine with date ranges for better organization.

● Shortcut or time saver: Bookmark frequently accessed projects or use the search bar for quick navigation without full filtering.

● [Concept Overview: Project Lifecycle]

Navigate & Organize Your Projects

Organize Your Projects

Summary

This tutorial shows how to organize your projects by updating location types, editing project status, and using filters to sort and group them. It helps keep your project list clean, searchable, and easy to manage as your workload grows.

Prerequisites

Steps

  1. Access the Projects List

    ○ Instruction: From the main dashboard, click the Projects tab in the sidebar to view all your accessible projects.

  1. Edit/Change Location Type

    ○ Select a project, click on the Address, then change your Address location type (e.g., "Residential", "Commercial", "Industrial") and save.

     

     

  2. Edit Project Status

    ○ You can edit the status of your Project then use the filter options back at the top of the Projects section to sort by tags, status, or date; create custom groups if available in your role.

  1. Group or Filter Projects

    ○ Use the filter options at the top of the Projects section to sort by tags, status, or date; create custom groups if available in your role. Click "Filters" Click "Planning"

Confirmation

“You’ll know it worked when your Projects list refreshes with updated location types, statuses, and filtered/grouped results matching your selections.”

FAQ

Q: Why can’t I see the status or location type field on some projects? A: You may lack edit permissions for that project; only admins or project managers can usually change these fields.

Q: Do filters save for everyone on the team? A: No, filters are personal and reset when you log out or switch devices unless you save a custom view (if available).

Q: What happens to archived projects in filters? A: Archived projects are hidden from the main list by default but can be shown using the “Show Archived” filter option.

Q: How do I remove a filter I applied? A: Click Clear Filters or the X next to each active filter at the top of the list.

Navigate & Organize Your Projects

Find Projects (Search & Filters)

Summary

This tutorial explains how to use filters to sort and group your projects by status, tags, or date in BuilderPal. It helps you quickly find and organize relevant projects for efficient workflow management.

Prerequisites

Steps

1. Access the Projects List

2. Open the Filters Menu

FAQ

Q: What should I do if the dashboard doesn't load? A: Ensure you're logged in with the correct credentials and have internet access. Try refreshing the page or switching devices.

Q: Can I customize the dashboard view? A: Yes, use filters and settings in the overview and tasks sections to personalize what data is displayed based on your role.

Q: What if I don't see certain sections like Bids or Timesheets? A: This may depend on your role permissions; contact your admin to grant access if needed.

Q: Do filters stay in place if they aren't custom? A: No, non-custom filters in BuilderPal are personal and do not stay in place—they reset when you log out, refresh the page, or switch devices. To persist them, save as a custom view if the feature is available in your role.

Tips

Internal Projects

Learn how Internal Projects work in BuilderPal — when to use them, how they differ from full construction projects, and how your team can track internal work, documents, and actions in a simplified workspace.

Internal Projects

What Are Internal Projects?

Summary

Internal projects in BuilderPal are private workspaces for your team’s internal use, such as company operations, training, or non-client jobs. They allow secure collaboration without external sharing.

Prerequisites

Steps

1. Open the New Project Form

2. Turn Internal Project On

3. Create the Project

Tips

Internal Projects

How Internal Projects Differ From Regular Projects

Summary

Internal projects in BuilderPal are private, team-only workspaces for non-client tasks like training or internal operations, while regular projects are designed for client-facing construction jobs with features for subcontractor collaboration and bidding.

Why it Matters?

Internal projects keep team operations secure and organized, reducing risk, while regular projects enable efficient sub bidding and sharing without full access.

Internal Projects

Managing and Working Inside an Internal Project

Summary

This tutorial covers how to manage and collaborate inside an internal project in BuilderPal, including adding participants, assigning tasks, and using core tools. It's useful for team-only workflows like training or operations, keeping data private from clients or subs.

Prerequisites

● Role or permission needed: Admin (GC), Admin (SUB), Admin (SHORTCUT), Team Project Manager, or Team Business Manager.

● Any setup required: Log in to BuilderPal and have an internal project created (see related articles for creation).

Steps

  1. Open the Projects Menu

    Click on your internal project to open it. In the project dashboard, you can add Participants, search for team members, assign roles, and save to add them.

     

  2. Assign Tasks

    ○ Instruction: Go to Actions or Tasks section, click Add Action, enter details, assign to team members, and save.

    ○ Screenshot: Only if not obvious.

  3. Upload Documents

    ○ Instruction: Navigate to Documents, click Upload, select file, and add to share with the team.

    ○ Screenshot: Only if not obvious.

  4. Use Job Chat

    ○ Instruction: Click Job Chat to start discussions, create channels, and collaborate in real-time.

    ○ Screenshot: Only if not obvious.

Confirmation

“You’ll know it worked when the internal project updates with new participants, tasks, documents, and chat messages visible only to your team.”

Tips

● Pro tip or best practice: Use internal projects for sensitive team data to avoid accidental sharing with clients.

● Shortcut or time saver: Duplicate tasks or documents from other internal projects to speed up setup.

● Concept Overview: What Are Internal Projects

● Workflow / Tutorial: How to Create a New Project

● Workflow / Tutorial: Manage Project Participants

● Workflow / Tutorial: Managing Project Tasks

● Concept / Overview: Project Lifecycle Overview

● Reference: Project Access Explained

My Workspace

Discover how the My Tasks Workspace helps you manage your personal actions across all projects — a focused, lightweight dashboard designed just for your own tasks, notifications, and documents.

My Workspace

What Is My Workspace?

Summary

Your Workspace in BuilderPal is your company's dedicated hub where you manage projects, teams, and settings. It acts as the top-level container for all your construction projects and resources.

Workspaces keep your company's data organized and secure, allowing multiple users to collaborate without mixing with other organizations. It simplifies admin tasks like permissions, billing, and custom configurations.

How It Works

A Workspace is created when you sign up for BuilderPal and represents your business entity. Within it, you can create projects, invite team members, set roles, and access shared tools like templates and reports. Data is isolated per Workspace for privacy.

When to Use

Use your Workspace for company-wide setup, such as adding users or configuring defaults, before diving into individual projects. Switch Workspaces if you manage multiple companies.

FAQ

Q: How do I switch between multiple Workspaces? A: From the main menu, click your profile icon and select "Switch Workspace" to choose another one you're part of.

Q: Can I rename my Workspace? A: Yes, admins can edit the Workspace name in the settings under "Company Profile."

Q: What happens if I delete a Workspace? A: All associated projects, data, and users will be permanently removed; contact support first for backups.

Q: Is there a limit to the number of projects in a Workspace? A: No strict limit, but performance may vary with very large numbers; scale as needed.

Q: How do permissions work at the Workspace level? A: Workspace admins control global settings and can assign project-specific roles to users.

My Workspace

What Is My Workspace?

Summary

Your Workspace in BuilderPal is your company's dedicated hub where you manage projects, teams, and settings. It acts as the top-level container for all your construction projects and resources.

How It Helps

Workspaces keep your company's data organized and secure, allowing multiple users to collaborate without mixing with other organizations. It simplifies admin tasks like permissions, billing, and custom configurations.

How It Works

A Workspace is created when you sign up for BuilderPal and represents your business entity. Within it, you can create projects, invite team members, set roles, and access shared tools like templates and reports. Data is isolated per Workspace for privacy.

When to Use

Use your Workspace for company-wide setup, such as adding users or configuring defaults, before diving into individual projects. Switch Workspaces if you manage multiple companies.

Next Steps

Once familiar with your Workspace, create your first project or invite team members to get started.

FAQ

Q: How do I switch between multiple Workspaces? A: From the main menu, click your profile icon and select "Switch Workspace" to choose another one you're part of.

Q: Can I rename my Workspace? A: Yes, admins can edit the Workspace name in the settings under "Company Profile."

Q: What happens if I delete a Workspace? A: All associated projects, data, and users will be permanently removed; contact support first for backups.

Q: Is there a limit to the number of projects in a Workspace? A: No strict limit, but performance may vary with very large numbers; scale as needed.

Q: How do permissions work at the Workspace level? A: Workspace admins control global settings and can assign project-specific roles to users.