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Knowledge Base

Step-by-step guides to help you get the most out of ZonaPlan.

Getting Started

Creating Your Account

Setting Up Your Organization

Create your organization, configure settings, and invite your team.

Creating Your First Project

Create a project, add tasks, and assign team members.

Importing Existing Projects with Catch-Up Wizard

Use the Catch-Up Wizard to onboard active projects.

Navigating the Dashboard

Understand the main dashboard, sidebar navigation, and quick actions.

Projects & Tasks

Managing Tasks and Task Groups

Create tasks, organize them into groups, and track progress.

Task Dependencies and Scheduling

Set up task dependencies and use the Gantt chart for scheduling.

Managing Your Project Team

Add team members to projects and control their access.

Project Lifecycle and Statuses

Understand project statuses from planning to completion.

Time Tracking

GPS Clock In/Out

Learn how to clock in and out with GPS and selfie verification.

Manual Time Entries and Adjustments

Submit manual time entries and adjust existing clock records.

Requesting and Managing Time Off

Submit time off requests and manage approvals.

Payroll Periods and Processing

Manage payroll periods, review time, and process payments.

Invoicing & Payments

Creating and Sending Invoices

Create invoices, add line items, and send to clients.

Customizing Invoice Appearance

Add your logo, set payment terms, and customize invoice themes.

Tracking Payments and Project Finances

Record payments, track outstanding balances, and view financial summaries.

Team & Permissions

Understanding Roles and Permissions

Configure ABAC roles with granular permissions for your team.

Inviting and Managing Team Members

Invite members, manage roles, and handle team changes.

Reports & Sharing

Daily Closeout Reports

How daily closeout reports are generated and shared.

Sharing Projects with Clients via Client Deck

Set up PIN-protected project views for your clients.

Creating Shareable Links for Reports and Invoices

Generate secure links to share invoices, reports, and activity with anyone.

Project and Financial Reports

Generate reports on project status, finances, and team performance.

Work Orders & Change Orders

Creating and Managing Work Orders

Create work orders, receive bids, and track vendor work.

Managing Change Orders

Create change orders for scope changes and track their financial impact.

Managing Vendors and Subcontractors

Add vendors, manage relationships, and control what they can see.

Estimates & Proposals

Creating Estimates and Proposals

Build detailed estimates with line items and send proposals to clients.

Material Takeoffs and Measurements

Create material takeoffs from plans and measurements for accurate estimation.

Safety & Compliance

Safety Inspections and Templates

Create safety inspection templates and conduct inspections on site.

Reporting Safety Incidents

Report, track, and resolve safety incidents on your projects.

Punch Lists and Closeout Checklists

Create punch lists to track deficiencies and closeout items.

RFIs, Lien Waivers, and Warranties

Manage Requests for Information, lien waivers, and warranty tracking.

Documents & Files

Managing Documents and Files

Upload, organize, and share project documents.

Creating and Using Floorplans

Create 2D floorplans, add annotations, and use them for planning.

Notes, Voice Notes, and Quick Capture

Create notes, convert them to tasks, and use voice input.

AI & Automation

Using the AI Assistant

Use voice commands and AI to manage tasks, clock in, and get help.

Auto Scope Generation

Automatically generate project scopes and task lists using AI.

Mobile App

Getting Started with the Mobile App

Download and set up the ZonaPlan mobile app on iOS or Android.

Clocking In and Taking Photos on Mobile

Use your phone to clock in with GPS, take selfies, and submit site photos.

Using ZonaPlan on Apple Watch

Clock in and out directly from your Apple Watch.

Account & Billing

Subscription Plans and Features

Compare plans, upgrade, and manage your subscription.

Managing Your Account Settings

Update your profile, notification preferences, and security settings.

Understanding Notifications

Configure push notifications and stay updated on project activity.

Searching Across Your Organization

Use unified search to find projects, tasks, documents, and more.

Using the Calendar

View project schedules, team availability, and time off in the calendar.

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