Projects¶

Projects are your workspace for managing construction work - from documents and specifications to team coordination and progress tracking. This guide covers everything from creation to daily operations.

What is a Project?¶

A project in SiteWhiz contains:

Items - Actions, decisions, issues, and questions
Documents - Specifications, contracts, drawings, photos
Team - Members with specific roles and permissions
Timeline - Activity history and progress tracking
Reports - Generated summaries and exports

Choose Your Starting Method¶

Different situations call for different approaches:

Quick Start: ManualSmart Start: AI-Powered

Best for: Simple projects, starting from scratch

Time: 30 seconds

When to use: You want to start immediately and add content as you go.

Quick steps: 1. Click + New Project 2. Enter project name 3. Click Create 4. Start adding items and documents

The fastest way to get started.

Steps:

Overview page → Click + New Project button
Fill required field:
Project Name (required) - Example: "Building A Renovation 2026"
Fill optional but recommended fields:
Address - Project location (e.g., "123 Main Street, Amsterdam")
Cloud Storage Path - Dropbox/OneDrive folder path (e.g., "/Projects/Building A Renovation 2026")
Email Folder Path - Outlook folder path (e.g., "/Inbox/Projects/Building A Renovation 2026")
Description - Brief overview
Project Manager - Select team member
Click Create

Detailed Project Creation

Projects Page Overview¶

Projects Page

The projects page shows all your projects. The + New Project button is in the top-right corner.

Opening the Creation Dialog¶

New Project Button

Navigate to your overview page
Look for + New Project button (top-right or center)
Click to open project creation form

The Creation Form¶

New Project Form

The form contains all fields needed to create a project. Required fields are marked with an asterisk (*).

Required Fields¶

Project Name:

Clear, descriptive name
Example: "Amsterdam Central Station Renovation"
Avoid: "Project 1" or generic names

Project Name Input

Optional Fields (Recommended)¶

Address: - Full project location - Used in reports and navigation - Example: "Stationsplein 15, 1012 AB Amsterdam"

Cloud Storage Path: - Folder path in your connected Dropbox or OneDrive - Format: /Projects/ProjectName (use forward slashes, start with /) - Example: /Projects/Building A Renovation 2026 - How to find: 1. Open Dropbox or OneDrive in your browser 2. Navigate to the project folder 3. Copy the path from the URL 4. For Dropbox: after /home/, for OneDrive: after /Documents/ - Files in this folder will automatically sync to your project - Leave empty if not using cloud storage for this project

Email Folder Path: - Outlook folder that will be automatically monitored for project emails - Format: /Inbox/FolderName or /Archive/FolderName (use forward slashes) - Example: /Inbox/Projects/Building A Renovation 2026 - How to find: 1. Open Outlook (desktop or web) 2. View your folder structure on the left 3. Note the full path from Inbox or root folder 4. Replace spaces and use forward slashes - Important: Email integration must be connected first in your user settings (Settings → Integrations → Connect Outlook). This is per-user. - Emails you move to this folder will be automatically processed - Leave empty if not using email integration for this project

Description: - Brief project overview - Example: "Volledige renovatie inclusief elektra en leidingwerk" - Helps team understand project scope

Project Manager: - Select from dropdown - Gets admin permissions automatically - Can be changed later

Default Values¶

When you create a project, these are set automatically: - Status: Active - Phase: Planning - Currency: EUR - Visibility: Team Only

All can be changed in Project Settings.

After Creation¶

Your project:

Appears in your projects list immediately
You become the Owner (full permissions)
Overview page shows an empty state
Ready for team invitations and content

Best for: Projects with existing documentation

Time: 5-10 minutes (including AI processing)

When to use: You have specifications, contracts, or meeting minutes that contain action items.

Quick steps: 1. Click + New Project 2. Enter project name 3. Upload documents (PDF, Word, Excel) 4. Wait for AI extraction (2-5 minutes) 5. Review and confirm suggested items

Start your project fast: Give your bill of quantities or project documents to SiteWhiz and AI automatically converts them into a list of actions and questions to get started quickly.

What you can upload: - Bill of Quantities / Scope (PDF, Excel) - Converted to action items per phase - Specifications (PDF, Word) - Contracts - Meeting minutes - Drawings with notes - Email threads

AI extracts: - Actions to complete (with disciplines and deadlines) - Decisions that have been made - Issues to resolve - Questions to answer - Project phases (Preparation → Groundwork → Structure → etc.)

Using the AI Startup Wizard

Step 1: Basic Project Info¶

Same as manual creation: - Enter project name (required) - Add description, address, manager (optional) - Click Next

Step 2: Upload Documents¶

Drag and drop or click to browse: - Select multiple files at once - Supported: PDF, Word (.docx), Excel (.xlsx) - File size limit: 50 MB per file - You can upload 1-20 documents

Best documents for AI extraction: - Bill of Quantities / Scope - Ideal for project startup (converted to tasks per discipline) - Text-based PDFs (not scanned images) - Clear formatting with headings - Structured content (numbered lists, bullet points) - Excel sheets with task lists - Meeting minutes with action items

What happens: - Files upload immediately - Processing starts automatically - Progress bar shows status - Typical processing: 2-5 minutes for 10 documents

Step 3: Review AI Suggestions¶

Items are grouped by source document:

Each item shows: - Type (Action, Decision, Issue, Question) - Title - Brief description - Source - Document name + page number - Priority - AI-suggested (Low, Medium, High)

Your options for each item:

✓ Keep (checkbox) - Check to include this item - Default: All checked

✏️ Edit - Click item to expand - Modify title, description, type, priority - Set due date or assignee

✗ Remove - Uncheck to exclude - Item won't be created

Step 4: Confirm and Create¶

Review counts: - Total items found: 47 - Selected: 42 - Removed: 5

Confirmation options:

Confirm Selected - Creates only checked items - Allows selective confirmation

Confirm All - Creates all items at once - Faster for clean extractions

Skip Wizard - Creates project without items - Documents still uploaded - Can process them later

After Confirmation¶

Project created with all confirmed items
Documents appear in Documents section
Overzichtspagina shows item counts and metrics
Team can start working immediately

Time Savings

AI can extract 50+ items from a 47-page specification in 3 minutes. Manual entry would take 2-3 hours.

Common AI Extractions¶

From specifications: - "Install electrical panel on north wall per Section 3.2" - "Choose between copper or PEX piping for hot water system" - "Existing conduit routing conflicts with HVAC duct placement"

From meeting minutes: - "Schedule foundation inspection with structural engineer" - "Confirm window delivery date with supplier" - "Review and approve lighting fixture selections by next meeting"

From contracts: - "Submit as-built drawings within 30 days of completion" - "Obtain building permit before starting foundation work"

Project Settings¶

Configure your project after creation.

Access: Open project → Click gear icon (⚙️) or Settings

What you can configure: - General settings (name, description, status) - Team management - Integrations (cloud storage, email)

Detailed Settings Configuration

General Settings¶

Project Name: - Edit anytime - Changes reflect everywhere immediately

Description: - Free-form text - Supports markdown formatting - Visible to all team members

Status: - Active - Currently working (default) - On Hold - Paused temporarily - Completed - Work finished - Archived - Historical, read-only

Phase: - Planning, Design, Construction, Completion - For reporting and filtering - Optional field

Address: - Full location including postal code - Used in reports and navigation links - Optional but recommended

Currency: - EUR (default), USD, GBP, etc. - Used in cost fields and reports - Can be changed anytime

Storage Path (Cloud Storage Path):

Configure which folder in your cloud storage (Dropbox/OneDrive) syncs for this project
Format: /Projects/BuildingName (use forward slashes, start with /)
How to find:
Open Dropbox or OneDrive in your browser
Navigate to the project folder
Copy the path from the URL: For Dropbox after /home/, for OneDrive after /Documents/
Example Dropbox URL: https://www.dropbox.com/home/Projects/BuildingA → Use: /Projects/BuildingA
Example OneDrive URL: https://onedrive.live.com/?id=Documents/Projects/BuildingA → Use: /Projects/BuildingA
Important: Cloud storage must be connected first via Settings → Company Settings → Cloud Storage Integrations
Leave empty if not using cloud sync for this project

Email Folder Path:

Configure which Outlook folder is automatically processed for this project
Format: /Inbox/Projects/BuildingName or /Archive/Projects/BuildingName (use forward slashes)
How to find:
Open Outlook (desktop or web)
View your folder structure on the left side
Note the full path from Inbox or a root folder
Replace spaces and use forward slashes
Example: Folder "Inbox → Construction Projects → Building A" → Use: /Inbox/Construction Projects/Building A
Important: Email integration must be connected first in your user settings (Settings → Integrations → Connect Outlook). This is per-user - each team member connects their own Outlook account.
How it works: Emails you move to this Outlook folder are automatically processed
Leave empty if not using email integration for this project

Visibility: - Team Only - Only invited members (default) - Organization-wide - All company users can view

Team Management¶

Control who has access to a project and what they can do using the Team tab in Project Settings.

For a full explanation of roles, permissions, and best practices, see the Admin & Team Management Guide →.

Cloud Storage Integration¶

Use the Integrations tab in Project Settings to connect Dropbox or OneDrive to a project.

For step‑by‑step instructions on connecting, changing, and troubleshooting cloud storage, see:

Project Overview Page¶

Your project overview with important information and quick access.

Project overview

Displays: - Project metrics (documents, actions, issues, questions) - Progress bar (completed, overdue, remaining) - Upcoming tasks - Recent documents and emails

Understanding the Project Overview

Project Metrics¶

Each project card shows: - Documents - Number of uploaded documents - Actions - Number of open action items - Issues - Number of open issues - Questions - Number of open questions

Progress Bar¶

Visual display of item status: - Green - Completed items - Red - Overdue items (past deadline) - Blue - Remaining open items

The bar shows the ratio between these statuses for a quick overview.

Upcoming Tasks¶

Shows the next 3 tasks with deadlines: - Task title - Due date - Click on project card to view details

Recent Documents and Emails¶

Shows the last 3 documents or emails that were uploaded or processed: - Document name or email subject - Date of upload/processing - Type (document or email)

Click on project card: - Open project details - View all items - Manage team members - Configure settings

Daily Operations¶

Common tasks you'll perform regularly.

Creating Items¶

Multiple methods available:

Overzichtspagina → + New Item
Items page → + New Item
Mobile app → + button
Voice capture (mobile)
Session recording (mobile)

See Creating Items for complete guide.

Adding Plans (Floor Plans and Drawings)¶

Plans are automatically synced from your cloud storage (Dropbox/OneDrive) when you configure the Cloud Storage Path in project settings.

How to add plans:

Upload floor plans or drawings to your project folder in Dropbox/OneDrive
Supported formats: PDF, PNG, JPG
Recommended: PDF format for best quality
SiteWhiz automatically detects and syncs the files
Plans appear in the Plans tab of your project
Use the plan viewer to pin items to specific locations

Best practices: - Use clear, descriptive filenames (e.g., "Ground_Floor_Plan.pdf") - Organize plans in subfolders if you have many - Ensure plans are high resolution for better viewing on mobile

See Mobile App Guide → for details on using the plan viewer.

Adding Documents¶

Documents are automatically synced from your cloud storage (Dropbox/OneDrive) when you configure the Cloud Storage Path in project settings.

How it works: - Files automatically appear from connected Dropbox/OneDrive - See Cloud Storage Integration section above for setup

Viewing Reports¶

Reports are automatically generated from: - Mobile voice sessions (session reports) - Uploaded PDF reports (automatic extraction)

Navigate to Reports page
View list of all reports
Click on a report to view details

See Reports for details.

Asking Questions (AI Assistant)¶

Click Chat icon or tab
Type or speak your question
AI searches project documents and items
Answers with citations
Click citations to view source

See AI Assistant for details.

Archiving and Closing Projects¶

When a project is complete.