Documentation

Everything you need to get started with Builddesk

1. Getting Started

1.1 Sign Up for Free Trial

Start with a 14-day free trial — no credit card required:

1. Visit app.builddesk.io/signup
2. Enter your name, email, and company name
3. Create a secure password
4. Verify your email address
5. You're ready to go! Full access to Professional features for 14 days

1.2 Choose Your Plan

After your trial, select the plan that fits your needs:

• Starter (€599/month): Up to 10 projects, 10 users, $50k project value limit
• Professional (€1,299/month): Up to 25 projects, 25 users, $50k project value limit
• Enterprise (€1,999/month + usage): Unlimited projects, full financial control, custom configurations

See full pricing details at builddesk.io/#pricing

1.3 Initial Setup

After signing up, complete your account setup:

1. Company Profile: Add your company details, logo, and contact information
2. Invite Team Members: Add users and assign roles (Owner, Admin, Project Manager, Field User, Member)
3. Create Your First Project: Set up a project with basic details (name, budget, timeline, client)
4. Configure Settings: Customize notifications, project templates, and integrations

2. Core Features

2.1 Project Management

What you can do:

• Create and organize projects with custom fields
• Track tasks, milestones, and deadlines
• Assign team members to projects and tasks
• Monitor project status and progress
• Use project templates for recurring workflows

2.2 Document & Photo Management

Store and organize project files:

• Upload contracts, drawings, specifications, photos
• Organize files by project, phase, or custom categories
• Version control for document revisions
• Share files with team members or clients
• Search and filter by filename, date, or tags

2.3 Team Collaboration

Work together in real-time:

• Comment on tasks, files, and projects
• @mention team members for notifications
• Activity feeds for project updates
• In-app messaging for quick communication
• Email notifications for important events

2.4 RFIs, Submittals & Change Orders (Professional & Enterprise)

Manage construction workflows:

• RFIs (Requests for Information): Track questions, responses, and resolution
• Submittals: Manage material approvals and shop drawings
• Change Orders: Document scope changes and cost impacts
• Daily Logs: Record daily activities, weather, labor, equipment

2.5 Financial Tracking & Project Accounting (Enterprise Only)

Full financial control:

• Track project budgets vs. actuals
• Cost breakdown by category (labor, materials, equipment, subcontractors)
• Invoice tracking and payment status
• Cash flow projections
• Profit margin analysis
• Custom financial reports

2.6 Client Portal

Share project updates with clients:

• Give clients view-only access to their projects
• Share photos, documents, and progress reports
• Clients can comment and ask questions
• No client login required — access via secure link

3. User Roles & Permissions

3.1 Role Hierarchy

Builddesk uses role-based access control (RBAC):

3.2 Managing Users

To add a new user:

1. Go to Settings → Users
2. Click "Invite User"
3. Enter email address and select role
4. User receives an invitation email
5. They create their account and join your organization

4. Billing & Subscription Management

4.1 Payment Methods

• Starter & Professional: Auto-billed monthly via credit card (Stripe)
• Enterprise: Monthly invoices with NET 30 payment terms

4.2 Upgrade or Downgrade

Change your plan anytime:

1. Go to Settings → Billing
2. Click "Change Plan"
3. Select your new plan
4. Changes take effect immediately (prorated billing applies)

4.3 Cancel Subscription

You can cancel anytime:

1. Go to Settings → Billing
2. Click "Cancel Subscription"
3. Your access remains active until the end of your current billing period
4. After cancellation, you have 30 days to export your data
5. Data is permanently deleted after 30 days

See our Refund Policy for details.

5. Data Management

5.1 Data Export

Export your data at any time:

1. Go to Settings → Data Export
2. Select data to export (projects, tasks, files, users)
3. Choose format (JSON, CSV, or ZIP with files)
4. Click "Export Data"
5. Download link sent to your email within 24 hours

5.2 Data Backup & Recovery

• We perform automated daily backups
• Backups retained for up to 90 days
• Enterprise customers can request point-in-time recovery
• For disaster recovery only (not for accidental deletions)

See Security & Compliance for details.

5.3 Data Deletion

When you cancel your subscription:

• Account becomes view-only for 30 days
• You can export your data during this period
• After 30 days, all data is permanently deleted
• Backups are overwritten within 90 days

6. Security Best Practices

6.1 Account Security

Protect your account:

• Use a strong, unique password (min. 12 characters, mix of letters, numbers, symbols)
• Enable Two-Factor Authentication (2FA) if available for your role
• Never share your login credentials
• Log out when using shared devices
• Report suspicious activity immediately to security@builddesk.io

6.2 Team Security

Keep your team's data safe:

• Assign appropriate roles (principle of least privilege)
• Remove users when they leave your organization
• Review user access regularly
• Educate team members on phishing and social engineering

7. Integrations & API

7.1 Available Integrations

Connect Builddesk with your existing tools:

• Email: Outlook, Gmail (sync contacts and send updates)
• Accounting: QuickBooks, Xero (sync invoices and expenses) — Enterprise only
• Storage: Google Drive, Dropbox (import files)
• Calendar: Google Calendar, Outlook Calendar (sync project deadlines)

7.2 API Access (Enterprise Only)

Enterprise customers get API access for custom integrations. Contact sales@builddesk.io for API documentation.

8. Mobile Access

8.1 Mobile Web App

Builddesk is fully responsive and works on mobile browsers:

• Visit app.builddesk.io on your phone or tablet
• Add to home screen for app-like experience
• Upload photos directly from your device
• Works offline (limited features)

8.2 Native Mobile Apps (Coming Soon)

iOS and Android apps are in development. Join our waitlist at sales@builddesk.io

9. Common Questions

9.1 How do I reset my password?

Click "Forgot Password" on the login page, enter your email, and follow the instructions.

9.2 Can I try Builddesk before subscribing?

Yes! We offer a 14-day free trial with full access to Professional features. No credit card required.

9.3 What happens if I exceed my plan limits?

• Projects/Users: You'll be prompted to upgrade to a higher plan
• Project Value: Enterprise customers pay per-project overage fees

9.4 Can I get a refund?

We do not offer refunds for completed billing periods. See our Refund Policy for details.

9.5 Is my data secure?

Yes. We use industry-standard encryption, access controls, and security practices. See Security & Compliance for details.

9.6 Can I import data from other tools?

Yes, for Enterprise customers. Contact support@builddesk.io for migration assistance.

10. Legal & Compliance

10.1 Important Legal Documents

• Privacy Policy — How we handle your personal data
• Terms of Service — Your agreement with Builddesk
• Data Processing Agreement (DPA) — GDPR compliance for your customer data
• Security & Compliance — Our security measures
• Acceptable Use Policy — Usage guidelines

10.2 GDPR Compliance

Builddesk is GDPR-compliant. We act as a Data Processor for project data you upload. See our DPA for details.

10.3 Data Subject Rights

You have the right to access, rectify, delete, or export your data. Contact privacy@builddesk.io to exercise your rights.

11. Support & Resources

11.1 Contact Support

11.2 Additional Resources

• Website: builddesk.io
• Login: app.builddesk.io/login
• Sign Up: app.builddesk.io/signup