Clients + Crew

Client view

What do clients see?

The client’s view of their project is set up very similar to the builder’s side with some customization of things you may or may not wish the client to see based on each specific project. This video will give you a walk through of CoConstruct from th ...

Keeping Clients Informed: Setting Up Instant Alerts & Summary Emails

Keeping your clients updated about their home's progress is crucial. In CoConstruct, Summary Emails and Instant Alerts work hand in hand to keep your clients informed, without bombarding them with unnecessary messages. Summary Emails can be sent dai ...

How and when to give your clients access?

Note: Client login access is only available on CoConstruct's Plus plan.  Core and Standard accounts are enabled to give clients email-only access. When to add your clients? A Prospect project is a great tool to use to get your client added early dur ...

How do I change which of my clients on a project (like a husband and a wife) is able to clear updates?

1. Head to the Project Setup page 2. In the Clients section, if there is more than one client on the project, there will be a "Make Primary" link next to any clients who cannot clear updates. Click that link to make that individual the one person on ...

How do I ask my client a question?

You have two main options, and one fallback: Most questions that you have for your client actually are decisions that they need to make, and decisions go on the selection sheet. CoConstruct uses a broad definition of the term “selection.” For examp ...

I accidentally answered a client question in the comment section.

If you entered the answer to the question, but put it as a comment, rather than clicking the “Answer” link first, it’s ok. Simply click the "Answer" link and re-enter it there. ...

Why does a client question say “overdue?”

CoConstruct allows you to set a threshold for when a question has gone unanswered for too long. You can change this amount of time by clicking the “Personal Settings” link on the main menu. Changing these values will only affect you, and not anyone e ...

What is the best way to provide clients with vendor information?

Lighting fixtures, appliances, windows, flooring! The list of selections goes on and on. And it's up to you to get your clients to the right place to make those decisions. But where should you include this information in CoConstruct? Placing vend ...

Can clients post files?

Absolutely! Clients can post files in all of the same ways that builder users can post files to a project. This includes: Navigating to the Project Files page of their project and using the file upload feature. E-mailing the files into the Proje ...

My clients are using messages incorrectly.

Think of using CoConstruct as a dance between you and your clients. No, not a war dance, but something more like a tango. The builder leads the dance and needs to know the right steps and things to do. If you lead correctly, it makes it easy for your ...

How do I add a client to a project?

To add clients to an existing project Head to the Project Setup page Next to the "Clients" heading, you will see a button to add clients. You will be able to choose whether or not to grant CoConstruct access for the client to log in and receive not ...

How do I edit a client's name?

To edit a client's name: Navigate to the Project Setup page In the Clients section, click the three dots next to the name you want to change > select Edit. After making changes to the client's name, click the "Save" link to close the pop-up, and ...

What video do clients see to help them get started?

When clients first log into their accounts, the system prompts them to watch this overview video: While this video talks about the benefits of the system, it is meant to be used with clients after they have access to the system.   Note: Client logi ...

Getting Clients to Communicate via CoConstruct

Note: Client login access is only available on CoConstruct's Plus plan.  Core and Standard accounts are enabled to give clients email-only access.   Ok. So you've sold the client on your outstanding homes and services. They are excited about using ...

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Notifications

Confirmations and notifications

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Email Notifications and Alert Examples

CoConstruct makes it easy to communicate with your team, trade partners, and clients by enabling them to receive email notifications for tasks and other communications.  Think of CoConstruct like Grand Central Station that all trains pass through on ...

Notifications: Who, What, When, & How

WHY NOTIFY? Successful projects start and end with great communication.  Therein lies the secret to happy clients, productive team members, and collaborative trade partners.  CoConstruct sends a variety of updates, alerts, and summary notifications t ...

How do I reverse the order of the questions on the Question List?

Click on the “Questions” heading at the top of the table. ...

When do I use messages?

Messages should ALWAYS be your last resort. One of the great benefits of CoConstruct is how it lets you group related information together. However, messages are just a running list, without any real organization. First, try and see if you should in ...

I have too many messages!

No offense, but this is probably because you or your clients need to do a better job of putting your thoughts in more appropriate places in CoConstruct.  Messages should ALWAYS be your last resort. One of the great benefits of CoConstruct is how it l ...

Is the Messages Page where I ask my clients questions?

No, do not ask your clients questions here. Rather than using messages, consider these two options: Most questions that you have for your client actually are decisions that they need to make, and decisions go on the selection sheet. CoConstruct use ...

Communicating with your trade partners - Alerts

There are three different kinds of notifications that can be sent to partner users: Individual Task Assignments – Sent with every new assignment of work, any revision of the assignment and upon the completion of the task. These can also include att ...

What is the “Move” link next to questions, comments and messages?

Many times notes from clients get posted on the Messages page when they really belong as a comment on a selection item.  Or, a comment gets posted that should really be a message. Or, a question should really be a comment.  Simply click the “Move” li ...

Do I have to log on to CoConstruct to reply to email and text notifications for questions, comments and messages?

No! Responding to email and text notifications does not require you to log on to CoConstruct. Simply click reply to the email or text, type and send your response, and CoConstruct will place it in the right location for that project. ...

How do I control which instant alerts I receive?

When homebuyers make important updates to the site, CoConstruct is ready to respond. Whether it's a new question, comment or selection, the instant alert feature keeps you informed. But, what if you don't need EVERY update on EVERY project? Maybe you ...

Where should I post questions to clients?

As you have found, the Questions page is a one way street, where only clients can do the asking. That way, everyone can quickly access what clients have asked and how you've answered. But, what should you do when you have questions for your clients? ...

What is "Text Message E-mail Address?"

Many mobile phone carriers allow you to send text messages to a mobile phone via an e-mail address. This is how CoConstruct sends text message notifications for builders and trade partners. Here is an up-to-date (as best as we know) list of how to f ...

How can I hide a comment or message that was posted in error?

To hide a comment or message, click the client and/or partner icons to turn them black. This will prevent the clients or subs from seeing the item when they log in to CoConstruct. If the client or partner is set to receive alerts, they would have got ...

How do comment alert emails work?

Builders, clients and partners can receive comment alert updates. To set this up for partners, select the Partners tab from the Main Menu and click on the desired partner. Select the "Edit" button at the bottom of the page. In the Communication Setti ...

Communicating with trade partners - Tasks

  Schedule Assignments CoConstruct makes it easy to communicate with your Trade Partners on tasks that they need to complete for your project.   Each task within the schedule can be assigned to one or more Trade Partners.  Under the “Assignees” fiel ...

Communicating with clients - Messages

The project’s messages page is a great way to communicate on general inquiries with your client - When might they be available for a meeting?  Have they had a chance to review the proposal and system and make a decision on their project? If you hav ...

Instant Alerts for Files & Photos

When someone uploads a file or photo to a project, it's important that everyone stay informed. Trade Partners Uploading Files A trade partner with web access can upload files or photos to the project.  Based on your personal settings, you, or anyone ...

What happens to email attachments when replying to CoConstruct notifications?

Including your files in your email replies Whenever a builder, client, or trade partner replies to an email notification sent by CoConstruct, their comment is posted in the corresponding area of the project. If those replies have attachments, all of ...

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Task Manager

Why is updating tasks an important part of the notification system for trade partners?

It's easy to keep your trade partners informed of their to-do, schedule and warranty assignments with email notifications. But for this to work well, it's important to keep tasks updated. Otherwise, sending outdated info is a surefire way to get igno ...

Communicating Effectively - Comments on Tasks

It's not just important for your team to keep track of what they're supposed to do or are doing individually - they need to be able to communicate as a team. Communications in CoConstruct allow you and your team to keep conversations simple and organ ...

Will partners receive e-mail notifications?

They can, but just because a partner is in CoConstruct does not mean he or she will receive e-mail notifications. Click the partner’s nickname to see the Partner Detail screen. Look at the “Send Individual Work Requests” and “Send Task Summary On:” b ...

Partner List: What is “Show in Lists?”

  A checkmark in this column means that this partner will be displayed as an available partner assignee (in the “P” lists) on pages such as the To-Do List and Warranty List. If you do not want items to be assigned to this partner, click the partne ...

Partner List: What is "Email Preferences?"

This shows which days the partner will receive daily summaries of open tasks, as well as whether he will receive individual work request e-mails. You can change these settings by clicking on the partner's nickname. ...

What does the "Task visible to partners" icon mean?

If a task is visible to trade partners, the task will be included in e-mail notifications sent to the trade partners on that task, assuming that the trade partner’s profile is set to send e-mail notifications. Based on your Scheduling Settings, CoCo ...

What are the options for when assignees are notified about schedule tasks?

This setting determines when the "Task visible to partners" icon shows on the Published Schedule, which then determines which e-mail notifications are sent. There are three different methods the system can use to determine when to notify assignees a ...

What is "Send Individual Task Assignments?"

By checking this box, you are telling CoConstruct to e-mail work requests when items (Schedule tasks, To-Dos and Warranty items) are assigned to this partner or team member. One e-mail will be generated per item. CoConstruct will also send e-mails w ...

Reports training video

Watch our training video on the Task Manager. Find out more about some of the reports in Co-construct. ...

What is "Send Task Summary On?"

Each morning, CoConstruct can compile a single e-mail listing with all of the overdue, upcoming, and open items for this partner or team member across all of your projects, and then send it to the partner or team member. This e-mail is an excellent ...

How do I see or send notifications about assigned tasks?

CoConstruct makes it easy to notify trade partners of their assignments. Here's how the system works: Set up each trade partner with individual task assignments and/or task summaries.  To do this, select Trade Partners from the Contacts menu, then ...

Reporting on and Managing Your Project Schedules

The good news...you have several projects running simultaneously (VERY good). The bad news...you are totally overwhelmed, coordinating schedules and task assignments. If only you could see everything on the same page. Fortunately, CoConstruct gives y ...

Can I get a summary of all open tasks?

Yes, there are several ways to see a summary of open items assigned to a particular team member or trade partner. If you want a report that you can view on screen, go to the main menu. Using the "Reports" heading in the top right, you can use the "T ...

How should I use task alerts with my subs?

CoConstruct can save you a huge amount of time by communicating schedule tasks, to-dos, and warranty requests to your subs (and team members, too). But, we often get the question, "What's the best way to set these up?" First, a quick recap on how yo ...

How do I e-mail a summary report to someone?

There is no way built into CoConstruct to e-mail this report. However, in Internet Explorer, you can go to File > Send > Page by E-mail to send the report as an attachment in an e-mail. This also allows you to add comments in the body of the e- ...

How do I color code partners and projects for viewing in the Task Manager?

The Task Manager will show you all of your tasks across all of your projects.  As your list of partners and projects in CoConstruct grows, you will have lots of items on your Task Manager -- after all, you're busy! To make the calendar and timeline v ...

How can I create a Task Report for my trade partners?

Are there times it would be helpful to either fax or hand your subs a list of all their project tasks? No problem! Head to Reports > Open Tasks. There you can specify the report criteria by project, trade partner and task type. This report will in ...

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Trade Partners

How do I assign work to my partners?

Work can be assigned to partners through the Schedule, To-Dos, and Warranty tasks. These assignments will be sent out through Individual Work Requests and Task Summary Emails.   Assigning work To assign work to your partners, just select them as an a ...

Adding trade partners to a project, with notifications

Trade Partners are given web access (the ability to view CoConstruct online) from their Trade Partner record (Contacts > Trade Partners > Click on a name). When you add a trade partner with web access, they are sent an invitation and will need ...

How and when to add your trade partners?

When to add your trade partners? You can add your trade partners on day 1! Adding your trade partners doesn’t automatically send them any notifications unless you enable web access. Getting your list of available trade partners imported through your ...

Can partners post files and who sees them?

Yes, partners who have web access can attach files. Your team members and the partner who uploaded the file are able to see it. You can click "Edit" next to the specification or selection item and use the icon buttons to also share it with the client ...

What happens to partners on an archived project?

Any assignments that you have made to partners on your projects will remain. However, partners who have web access will no longer be able to see the details of the project and they will no longer receive e-mail notifications for those tasks. If you s ...

Who is considered a partner user?

Partner users include all of the people who are not on your team who you may want to assign to complete work on a job, such as your subcontractors and vendors. These users are housed under the Partner List which you can access and update from your M ...

How do I edit or delete a partner?

Editing partner information From the Contacts > Trade Partners, click on the trade partner’s nickname. Then click “Edit” at the bottom of the screen. You can then update their contact and notification settings from this page. If you do not see an ...

Partner Web Access

  Providing web access to your trade partners isn't required to be able to assign work or communicate with your vendors, trades and subcontractors. But, for cases where you want to give trade partners access to log in and view project details online ...

What can partners access through the web?

Once you have enabled web access for a partner and have given him or her access to a project(s), they will be able to see a list of tasks assigned to them on those projects. Depending on your choices on the Settings > Trade Partners page, the par ...

Why are some partners inactive, but not deleted?

Some partners can be deleted from CoConstruct because there are no completed to-do or warranty items in the system assigned to them. Therefore, there is no need to keep the partner’s information for historical purposes. However, when there are compl ...

When partners are given web access, do they receive instructions on how to use the site?

Yes. Once a partner is given web access, and they register, there is a 3-minute video linked in big text right from their main menu to explain how it all works.  We always suggest, though, that you talk to your partners before giving them access or t ...

Where can I post requests and information that partners can see?

Schedule, to-do, and warranty items can generate task notification requests, alerts and reminders to your partners. So, depending on the nature of the item, you can pick the most appropriate of the three methods. For your partners to receive these n ...

How should I set up tasks for bilingual trade partners?

Job sites can be loud, messy, and... a cultural melting pot. That means there's a good chance you've had people on your team for whom English is not their primary language. But, assuming they at least read their emails and text messages, they can sti ...

How can I keep partners informed of selection changes?

Your client has changed her choice for master bath flooring from vinyl to ceramic tile. How can you alert your vendor to ensure the correct materials will be ordered? The Change Orders page is the place to go. When creating a change order for selec ...

How can partners update their personal settings?

By clicking the "Personal Settings" link from their Main Menu, partners can edit their name, email and text message addresses, and can specify how they want comment alerts sent (if at all). They can also update their password, profile picture and tim ...

Can a trade partner upload a file to a Specification item?

Trade Partners are not able to upload files to specifications, because these items are considered to be decided and locked. Trade Partners with web access can add files to the project's main Files page.  If the builder would like to re-upload the fil ...

Can trade partners post and view comments?

Trade Partners with web access can post comments on to-do, spec/selection items, schedule tasks and warranty items. The comments will only be visible to builder side users until you decide to share their communications with the client or other trade ...

How do I add/remove trade partners from a comments conversation?

To add a trade partner to a to-do, warranty, or selection item conversation, click the "View/add comments" link (for schedule items, click the "Comments" link). In the Trade Partners column, select a trade partner from the drop down list. Use the che ...

What video do trade partners see to help get them started?

When trade partners first log into their accounts, the system prompts them to watch this overview video: http://co-construct.s3.amazonaws.com/Training/PartnerSideTraining-April_2014.mp4 ...

Trade Partner permissions

As a default on your account, you can decide what your trade partner users can see if you are providing them with web access. Configure these settings by going to the Settings > Trade Partners. Here you can choose whether or not you will allow you ...

How can I remove trade partner access to a job?

Once you have shared access to a project, the job will remain visible to the trade partner until the project goes into archived status. To remove trade partner access to a project, you can either: Remove a single sub from many jobs by going to the ...

How do I know if a trade partner has registered for web access?

When looking at your Trade Partner list (Contacts > Trade Partners), if there is a check in the checkbox under the web access column, it means that the trade partner has registered with the invite email that the system sent to them and now they ha ...

What should I do if I have an architect or designer working on a project?

If the architect/designer is on staff, or handles all of your projects...Set them up as a builder-side user, so they have the ability to add and edit specs or selection items, as well as interact directly with the client. When an admin user on your ...

Where can I post "project notes" and client contact info where my partners can access it?

Sometimes you need a place to post project notes, client contact information, security access codes and the like in a place where all your internal users and partners can have access. CoConstruct currently offers two ways to manage this information. ...

How do I manage insurance certificates and other key documents for my trade partners?

Track Which of Your Subs are in Compliance Protect your insurance costs by knowing who can be swinging hammers on a job site today and who needs to provide additional documentation, across all of your subs, in one overall view. Track General Liabilit ...

Is there a way to view all trade partners' task assignments across projects?

You can view all of your trade partners' task assignments across multiple projects with the Task Manager or with the All Tasks Report.   Task Manager Open the Task Manager from the top menu bar. Use the "Filter & Search" button to filter among yo ...

How can I utilize the comment sections for 3-way communication between my team, trade partners and clients?

She was the sweetest client, but she was blind as a bat... Despite spending time studying the color samples, Mrs. Berry managed to pick out a shade of "baby poop brown" for her home's exterior. After the first coat was completed, the homeowner kn ...

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Work Request

What is a work request notification?

A notification is a record of each time a work request is sent to someone. The notification history serves as a paper trail of the date and time each team member or partner was sent a work request for a Schedule task, To-Do or Warranty item, as well ...

What triggers a work request notification?

Work request notifications are triggered when an assignment is made on a Schedule task, To-Do or Warranty item. They will be sent when the item is: Created Reassigned Updated (Name or Dates) Closed Canceled Of course, for a work request notificati ...

What are the different statuses of work requests notifications?

Work requests each have a status to let the recipients know how to respond to the request, which helps prevent confusion. Work requests have the following statuses: New – This is a request that is new or is new for this recipient. For example, if ...

How do I see a work request notification?

The easiest way to see a work request notification is to make sure that your “Personal Settings” page shows that you can receive individual work requests. Then assign an item to yourself. CoConstruct will send you a work request notification for that ...

I was expecting a work request notification, but it was not sent. Why?

These requests are only sent when you've assigned someone to a Schedule task, To-Do or Warranty item. So, first check that the assignee (whether you, someone on your team, or a partner) is set to receive individual work order notifications. Second, w ...

Why can I not send work requests to some people?

While you can assign work requests to anyone, only those people (whether members of your team or people on the Partner List) who have checked "Send Individual Work Requests" can receive the work request e-mails. For partners, you can change t ...

Why is there a delay in sending the automatically generated work requests?

CoConstruct waits a few minutes after you add or change an item before sending out a work request to make sure you are done making changes. Imagine if an e-mail went out when you added the item. Then another e-mail went out when you changed the assi ...

When will a work request automatically be resent?

Work requests will automatically be resent if you change the assignee, Finish By date, or name of an item, as well as if you close or reopen it. If needed, you can always trigger a notification yourself from the Notifications screen. ...

Will changing a task's text trigger a new work request e-mail?

Yes, changing the detail for a task will trigger a new work request notification, as will changing other details, such as dates, assignees, or open/closed status. But, this new work request will only be triggered for your assignees if they are set to ...

Does a work request notification include the comment history?

No, the work request does not contain the comment history, since there may be parts of the conversation that you do not want automatically shared with your partners. Any information about the item to be completed should be included in the item de ...

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