Frequently Asked Questions
Find answers to common questions about ZonaPlan.
General
What is ZonaPlan?
ZonaPlan is a construction project management platform that helps contractors plan projects, track crews, manage budgets, and automate daily reporting. It includes web, mobile, and admin apps for your entire team.
Who is ZonaPlan built for?
ZonaPlan is designed for general contractors, subcontractors, and construction companies of all sizes. Whether you run a 5-person crew or a 200-person operation, ZonaPlan scales with your business.
Is ZonaPlan available on mobile?
Yes. ZonaPlan has a native mobile app for iOS and Android. Field crews use the mobile app for clocking in/out, taking site photos, managing tasks, and using the AI assistant. Office staff can use the web dashboard for project management, invoicing, and reporting.
Does ZonaPlan work offline?
The mobile app provides basic offline functionality so field workers can continue essential operations without connectivity. Data syncs automatically when a connection is restored.
What languages does ZonaPlan support?
ZonaPlan is currently available in English. We are working on adding support for additional languages, including Spanish, to better serve the construction industry.
Is my data secure?
Yes. All data is encrypted in transit and at rest. We use phone-based authentication with OTP verification, eliminating password-related vulnerabilities. Files are stored securely in the cloud with enterprise-grade infrastructure.
Getting Started
How do I sign up?
Visit the app and enter your phone number. You'll receive a one-time password (OTP) to verify your identity. No email or password required — just your phone number.
How do I invite my team?
Go to your organization's team section and click 'Invite Member.' Enter their phone number and assign a role (Admin, Assistant, Foreman, or Crew). They'll receive an invitation when they log in. You can also create custom roles with specific permissions.
How do I create my first project?
Go to the Projects page and click 'Create Project.' Enter the project name, description, budget, start/end dates, and optionally an address for GPS geofencing. Then add tasks, assign team members, and activate the project when you're ready to start.
Can I import projects that are already in progress?
Yes. Use the Catch-Up Wizard to import active projects. It walks you through entering project details, adding your current task list (marking completed tasks as historical), and setting up financials including amount paid to date.
What are the default roles and what can each one do?
ZonaPlan comes with four default roles: Admin (full access to everything), Assistant (broad access with some restrictions on sensitive operations), Foreman (field-focused — manages tasks, crew, clock entries, and closeouts), and Crew (task-focused — can view assigned tasks and clock in/out). You can customize these or create entirely new roles.
How do I switch between organizations?
If you belong to multiple organizations, click your organization name in the sidebar and select the organization you want to switch to. Your dashboard updates to show that organization's data. Each organization has separate projects, team, and settings.
Projects & Tasks
How do I organize tasks in a project?
Tasks can be organized into groups (e.g., 'Foundation Work', 'Electrical Rough-In'). Within each group, you can add individual tasks, set due dates, assign team members, and define dependencies between tasks to control the order of work.
What are task statuses and how do they work?
Tasks follow a lifecycle: IDLE (not ready to start) → OPEN (ready to begin) → IN_PROGRESS (being worked on) → ON_HOLD (paused) → REQUIRE_INSPECTION (needs verification) → DONE (completed). You can also set tasks to require inspection or media uploads before completion.
How do task dependencies work?
Dependencies define the order tasks must be completed in. When you add a dependency to a task, that task becomes blocked until the dependency is finished. Dependencies are visible on the Gantt chart as connecting lines between tasks.
Can I require photos before a task is marked complete?
Yes. When creating or editing a task, enable 'Require Media.' This forces the assigned team member to upload at least one photo before the task can be marked as complete, ensuring visual documentation of the work.
What is the Gantt chart and how do I use it?
The Gantt chart (on the Plan page) shows all project tasks as horizontal bars on a timeline. You can see task durations, dependencies between tasks, and the critical path. Drag task bars to adjust dates, and zoom in/out for different time views.
How do project statuses work?
Projects move through four statuses: PLANNING (initial setup), ACTIVE (work underway — crew can clock in and tasks can progress), COMPLETED (all work finished), and ARCHIVED (stored for records). You can reopen archived projects if needed.
Time Tracking & Clock
How does GPS clock in/out work?
When clocking in, the app captures your GPS location. If your organization requires it, you may also need to take a selfie for identity verification. When you clock out, location is captured again. All time entries include location data for accountability.
What is geofencing and how does it work?
Geofencing uses GPS to create a virtual boundary around your project site. When you arrive at or leave a site, you'll receive push notifications reminding you to clock in or out. This works in the background without opening the app. Admins set the geofence radius in organization settings.
What happens if I forget to clock out?
If you forget to clock out, the system will auto-close your entry after a configurable period and mark it as AUTO_CLOSED. You'll receive a notification, and the entry can be reviewed and adjusted by you or your manager.
Can I submit manual time entries?
Yes. If you forgot to clock in or need to log time retroactively, you can create a manual time entry with the project, start time, end time, and a note explaining why it's manual. Manual entries are flagged in reports for easy identification and review.
How do I request time off?
Go to 'Time Off' from the sidebar, click 'Request Time Off,' select your dates, and optionally add a reason. Your request goes to organization admins and assistants for approval. Approved time off appears on the team calendar.
How does payroll work in ZonaPlan?
Clock entries are organized into payroll periods (weekly, bi-weekly, or monthly). Review all time entries in a period, resolve any discrepancies, approve the period, and then mark it as paid. You can export payroll data for your external payroll provider.
Invoicing & Payments
How do I create and send an invoice?
Go to your project's Invoices section, click 'Create Invoice,' and add line items with descriptions and amounts. Save it, then share via email or a shareable link. Clients receive a professional view with PDF download option.
Can I customize my invoice appearance?
Yes. Upload your company logo, set a color theme, configure default payment terms (Net 15, Net 30, etc.), and add footer notes with payment instructions. These settings apply to all invoices you create.
How do I track payments?
Go to the project's Payments section and click 'Create Payment.' Select the payment type (Invoice, Work Order, or Material), enter the amount, and add notes. Invoice payments automatically update the invoice status to Paid.
What invoice statuses are available?
Invoices can be: Draft (not yet sent), Sent (awaiting payment), Paid (payment received), Overdue (past due date), or Cancelled (voided). Status changes are tracked and visible in your financial reports.
Can clients download PDF invoices?
Yes. When you share an invoice via link, clients see a professional themed preview with a download button to save a PDF version. The shared link is secure and can be set to expire.
Work Orders & Change Orders
What is a work order?
A work order is a formal document assigning work to a vendor or subcontractor. It includes the scope of work, budget, and due date. You can open it for bids from your vendors, award it to the best bid, and track progress and payments.
How do work order bids work?
Set a work order to 'Open for Bids' and vendors in your directory can submit bids with pricing. Review all bids, compare, and award the work order to your chosen vendor. The awarded vendor can then begin work.
What is a change order?
A change order documents a scope change that affects project cost or timeline. There are two types: Client Revenue Change Orders (changes that add or reduce revenue from the client) and Vendor Cost Change Orders (changes in vendor scope that affect your costs).
How do change order approvals and signatures work?
Change orders go through a PENDING → APPROVED → REJECTED workflow. They support digital signatures — you send the change order for signing via a secure link, the signing party signs digitally, and signed change orders are locked from modification. Approved change orders automatically update project financials.
How do I manage vendors?
Go to Vendors from the sidebar to add and manage your vendor directory. Each vendor has contact info, specialty/trade, active work orders, and payment history. You can control what vendors see through vendor scope settings and link vendors who are also ZonaPlan users.
Estimates & Proposals
How do I create an estimate?
Go to Estimates, click 'Create Estimate,' enter client and project details, then add line item groups (e.g., Demolition, Framing) with individual items including description, quantity, unit cost, and markup. Totals calculate automatically.
Can AI generate estimates for me?
Yes. Describe your project scope in plain language and ZonaPlan's AI generates a detailed line-item estimate. Review the generated items, adjust pricing and quantities as needed, and save the estimate. This can save hours of manual estimation work.
How do I send a proposal to a client?
Finalize your estimate, then click 'Create Proposal' to convert it into a professional proposal. Add your terms and conditions, then send it to the client. You can track whether they've viewed it.
Can I convert an estimate into a project?
Yes. Once a client accepts your estimate, you can convert it directly into a ZonaPlan project. Tasks are created from the estimate line items, the budget is set from the estimate total, and you're ready to start work.
What are material takeoffs?
Takeoffs help you calculate material quantities from project plans. Upload your blueprints, use measurement tools (linear, area, count) to measure materials needed, and link the takeoff to an estimate. Quantities flow directly into estimate line items for accurate pricing.
Reports & Sharing
What is a daily closeout report?
A daily closeout report is an auto-compiled summary of each day's work on a project. It includes who was on site and for how long, tasks completed, photos and videos submitted, and crew notes. The designated closeout person (usually the foreman) must submit site photos at end of day.
What is the Client Deck?
The Client Deck is a PIN-protected web page where clients can view project progress without needing a ZonaPlan account. They can see daily closeout reports with photos, project activity, material selections awaiting approval, and overall progress — but not financial details or internal communications.
How do shareable links work?
You can create secure, time-limited links to share invoices, activity reports, and recaps with people outside your organization. Each link has a unique cryptographically signed token, expires after a configured period (1-365 days), and requires no login to view.
What financial reports are available?
ZonaPlan provides reports on budget vs. actual spending, invoice summaries (total invoiced, paid, and outstanding), payment history, change order impact, and work order costs. You can view reports per project or across your entire organization.
Can I export data from ZonaPlan?
Yes. You can export reports, time data, and financial information for use in external accounting or payroll software. Export detailed breakdowns by project or organization for tax preparation and auditing.
Safety & Compliance
How do safety inspections work?
Create reusable inspection templates with checklist items, then conduct inspections on site by going through each item and marking pass/fail. Add photos of issues, submit the inspection, and failed items can generate follow-up tasks. All inspections create an audit trail for compliance.
How do I report a safety incident?
Go to Safety → Incidents and click 'Report Incident.' Fill in the date, time, location, description, severity, people involved, and attach photos. Submit the report. Track the investigation and document corrective actions. Close the incident when resolved.
What is a punch list?
A punch list tracks deficiencies and items that need to be fixed before a project can be closed out. Each item goes through OPEN → IN_PROGRESS → COMPLETED → VERIFIED status. You can create items manually or from reusable closeout templates.
What are RFIs?
RFIs (Requests for Information) are formal questions that need answers before work can proceed. Create an RFI with your question and supporting details, submit it, and track the response. RFIs go through DRAFT → SUBMITTED → ANSWERED → CLOSED status, and you can add follow-up comments or reopen them.
How do lien waivers work in ZonaPlan?
Request a lien waiver when making a payment to a vendor. Track its status from REQUESTED to RECEIVED to APPROVED. All waivers are stored digitally in the project for compliance records.
Can I track project delays?
Yes. Log delays with the type (weather, scheduling, material, or other), duration, and description. Delay logs support schedule claims and can be used to justify change orders when delays impact project cost or timeline.
How do I manage safety permits?
Go to Safety → Permits to add required permits with details and expiry dates. You'll get notified before permits expire, and you can keep digital copies of all permit documents for easy reference during inspections.
Documents & Notes
How do I upload and manage project documents?
Open a project, go to the Documents section, and click Upload. You can upload PDFs, images, Word docs, spreadsheets, and more. Documents are organized by project and can be annotated, commented on, and shared with the team.
Can I annotate documents?
Yes. Open a document and use the annotation tools to add markups, highlights, and notes directly on the document. Annotations are visible to the entire team and can include comments on specific sections.
How do floorplans work?
ZonaPlan includes a built-in floorplan tool for creating 2D layouts. Use drawing tools for walls, rooms, measurements, labels, and fixtures. Floorplans can be created on both web and mobile, and are useful for planning, coordination, and documentation.
Can I convert a note into a task?
Yes. Open any note and click 'Convert to Task.' The note content becomes the task description, and you can then assign it to a team member and set a due date. This is great for turning field observations into actionable work items.
Does ZonaPlan support voice notes?
Yes, on the mobile app. Tap the microphone icon, speak your note, and ZonaPlan uses AI to transcribe it. Review the transcription, save it, and optionally convert it to a task. Voice notes are perfect for quick field documentation.
AI & Automation
What can the AI assistant do?
The AI assistant can create tasks, clock you in/out, create projects and notes, generate invoices, update task statuses, and answer questions about your data — all using natural language. Just type or speak your request and the AI handles it.
How do voice commands work?
On the mobile app, tap the microphone icon in the AI screen, speak your command naturally (e.g., 'Clock me in to the downtown project'), and the AI transcribes and processes your request. You confirm the action before it executes.
What is Auto Scope?
Auto Scope uses AI to generate a complete project scope from a plain-language description. Describe your project (e.g., '3-bedroom house renovation including kitchen and bathrooms'), and the AI generates task groups, individual tasks, suggested timelines, and dependencies. Review, adjust, and convert to a project.
Does the AI respect my permissions?
Yes. The AI can only perform actions you're authorized to do based on your role. Sensitive operations require confirmation, and all AI actions are logged in the activity feed for transparency.
Can the AI generate estimates?
Yes. Describe a project scope in plain language and the AI generates a detailed line-item estimate with quantities and pricing. Review and adjust the generated items, then save or convert to a proposal.
Billing & Plans
Is there a free plan?
Yes. The Free plan includes up to 2 projects and 5 team members with core features including basic time tracking and invoicing. No credit card required to get started.
Can I cancel at any time?
Yes. There are no long-term contracts. You can cancel your subscription at any time, and you'll retain access until the end of your current billing period.
What happens when I hit my plan's project limit?
When you reach the maximum number of active projects on your plan, you'll need to upgrade to add more. You can always archive completed projects to free up slots, or upgrade your plan for unlimited projects.
How do I upgrade my plan?
Go to Settings → Billing, click 'Upgrade,' select your new plan, and enter payment details. Your features upgrade immediately. You can choose monthly or annual billing, with annual plans offering a discount.
What payment methods are accepted?
ZonaPlan accepts major credit and debit cards for subscription payments. You can update your payment method at any time in Settings → Billing.
Mobile App
Where can I download the mobile app?
The ZonaPlan mobile app is available on the Apple App Store (iOS) and Google Play Store (Android). Search for 'ZonaPlan' to find and download it.
What can I do on mobile that I can't do on the web?
The mobile app offers GPS clock in/out with selfie verification, geofence-based notifications, voice commands via the AI assistant, camera integration for site photos, and Apple Watch companion features. The web dashboard is better for detailed project management, invoicing, and reporting.
Does ZonaPlan work on Apple Watch?
Yes. The ZonaPlan Apple Watch companion app lets you clock in and out, check your current clock status and elapsed time, and select which project to clock into — all from your wrist. It syncs automatically with the iPhone app.
How do push notifications work on mobile?
Enable notifications when prompted (or in Settings → Notifications). You'll receive alerts for task assignments, clock reminders from geofencing, approval requests, safety alerts, and more. You can customize which notification types you receive.
Troubleshooting
I'm not receiving the OTP code. What should I do?
Make sure you entered the correct phone number with the right country code. Check that your phone has cellular signal. Wait a few moments — SMS can sometimes be delayed. If the issue persists, try requesting a new code. Contact support if the problem continues.
My clock entry wasn't recorded. What happened?
This can happen if you lost internet connection during clock in/out. Check your clock history to see if the entry appears. If not, you can submit a manual time entry with the correct start/end times and a note explaining the situation.
I can't see a project that should be visible to me.
Check that you've been added to the project's team roster. Ask your admin to verify that your role has the necessary permissions. Also check that you're viewing the correct organization if you belong to multiple.
GPS location seems inaccurate. How can I fix this?
Make sure location services are enabled for ZonaPlan in your device settings. Use 'Precise Location' or 'High Accuracy' mode. GPS accuracy can be affected by tall buildings, indoor locations, or poor weather. Try moving to an open area for a better signal.
How do I contact support?
You can submit a support ticket from the Help Center (go to Help → Submit a Ticket), use the Contact page, or email our support team directly. We respond to all tickets within 24 hours. Priority support is available on Business plans.
Still have questions?
Our team is here to help. Reach out and we'll get back to you within 24 hours.