Quickstart

SiteSuper automatically collects daily progress reports from your site superintendents — by phone call, SMS, WhatsApp, or email — parses them with AI, and surfaces issues before they become problems. This guide takes you from creating an account all the way through to a live, scheduled report flow.

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Overview — the SiteSuper model

Before the steps, it helps to understand four concepts:

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Step 1 — Create your account

1. Go to sitesuper.ai and click Sign up (or go straight to sitesuper.ai/signup).
2. Choose how to register:
   • Continue with Google or Continue with Microsoft — fastest; uses your existing work identity.
   • Email + password — fill in your Full name, email, and a password.
3. Provide your contact details:
   • Phone (required) — this is how SiteSuper can alert you (the manager) about missed reports and escalations. Use the country picker and enter your number; it’s stored in international (E.164) format automatically.
   • WhatsApp and SMS (optional) — add these if you’d like manager alerts on those channels too.
4. Submit. New accounts start with $10 in free credits — enough to run dozens of report calls while you evaluate.

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Step 2 — Your organization is created automatically

When you sign up, SiteSuper creates your first organization for you. You’ll land in the app with it already selected in the top-left organization switcher.

• To rename it or manage billing and team members, open Settings from the user menu (click your name in the bottom-left).
• Need a second, fully separate organization (for a different company or billing entity)? Settings → New Organization → Create. Most users never need more than one — projects, below, are how you separate job sites.

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Step 3 — Create a project

A project represents a single job site or crew.

1. In the left sidebar, click Projects.
2. Click New project (or the + control).
3. Enter:
   • Name — e.g. Yorkville South — Phase 2.
   • Project code (optional) — your internal job number, e.g. NCC-2024-018.
4. Save. You’re taken to the project’s Outcomes dashboard.

You’re automatically added to the project as its Owner. From here, the project sub-navigation gives you Outcomes, Variances, Action Items, Schedule, Trades, Team, and Settings.

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Step 4 — Add a superintendent

This is the person who’ll give the daily report.

1. In the sidebar click Supers, then Add Super.
2. Profile
   • Full name — e.g. John Smith.
   • Phone — the number SiteSuper calls. Pick the country (defaults to 🇨🇦 Canada) and type the number. It’s normalized to E.164 (+16045550100) on save, and validated inline — an invalid number blocks the save.
   • Email (optional) — enables email-based reporting and report-request emails.
   • Text Message Number (optional) — only if their SMS number differs from their voice line (common with dual-SIM phones). If blank, SMS uses the voice number.
   • WhatsApp (optional) — their WhatsApp number, if you’ll use that channel.
3. Contact preferences
   • Primary method — phone, sms, whatsapp, or email. This is how SiteSuper first reaches out at the scheduled time.
   • Fallbacks — up to two ordered backup methods, used if the primary doesn’t produce a report within the callback window.
   • Callback timeout — how long to wait (default 15 min) before trying a fallback. For phone, if the call hits voicemail SiteSuper sends an SMS asking them to call back, then retries.
4. Save. The super is created and you land on their detail page.

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Step 5 — Assign the super to your project

Supers live at the organization level so they can work across multiple sites. Link them to the projects they’re on before scheduling (a schedule belongs to a project): A super can be on as many projects as needed. The workspace Supers list shows a Projects column with a badge for each assignment.

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Step 6 — Set a report schedule

Tell SiteSuper when to reach out.

1. On the super’s detail page, open the Schedules & Triggers tab.
2. Add a schedule:
   • Time — when to contact them, e.g. 08:00 (in the schedule’s timezone).
   • Days — pick the days, e.g. Mon–Fri.
   • Timezone — the site’s local timezone so the call lands at the right local time.
   • Project — which job this schedule is for (chosen automatically if the super is on a single project; pick it if they’re on several). Keeps every conversation and report tied to the right project.
   • Channel override (optional) — by default the schedule uses the super’s global primary/fallback methods, but you can override per schedule (e.g. a 7 AM call on weekdays, a Saturday SMS).
3. Enable the schedule and save.

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Step 7 — Test every channel before going live

Don’t wait for the first scheduled run to find out a number is wrong.

1. On the super’s detail page Profile tab, each contact field (Phone, Email, Text Message Number, WhatsApp) shows a Send test link when a value is set.
2. Click it. SiteSuper sends a real test through that exact channel:
   • Phone places a test call.
   • SMS / WhatsApp / Email send a short test message.
3. The link shows Sent ✓ on success, or the specific error if something’s misconfigured.

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Step 8 — Connect integrations (Skills)

Skills push each report to where your team already works. Open Skills in the sidebar. To connect a Google-based skill, click Connect and complete the Google consent screen; you’re returned to SiteSuper. SMS and Email skills just need a destination.

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Step 9 — Connect a project document folder (optional, powerful)

Point a project at its plans, schedule, specs, and RFIs and SiteSuper reads them with AI — then asks the super about today’s actual scheduled activities and flags work that’s falling behind.

1. Open the project’s Settings page.
2. In Project Folder, choose Google Drive or SharePoint.
3. If the provider isn’t authorized yet, click Authorize and complete the OAuth flow — you’re returned to this page.
4. Click Connect folder, browse to the project’s folder (shared drives and shared folders are supported), and select it.
5. Click Sync now. SiteSuper downloads and processes the documents (PDFs, Excel, Word, Google Docs) and builds a project context.

From then on, calls and messages reference specific scheduled tasks, and incoming reports are validated against the plan — surfacing progress behind schedule, missed tasks, and open RFI impacts.

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Step 10 — Watch reports and outcomes roll in

Once a schedule fires and a super responds, reports appear across the app:

• Reports (sidebar) — every report with channel, date, and full content. Open one to see the structured sections (work performed, workforce, materials, issues, delays, inspections, safety, weather, photos), the raw transcript, and a recording (for calls). Export any report to Word (.docx).
• Activity feed (Dashboard) — escalations, SLA breaches, and assignments, with an unread badge in the nav.
• Project → Outcomes / Variances / Action Items — issues the AI detected from reports, the automated follow-up chains they trigger, and the tasks assigned to your team.
• Weekly summary — from a project’s Outcomes page, preview and send a weekly rollup to your managers on demand (it also runs automatically each week).

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Step 11 — Ask the Co-pilot

Click Co-pilot in the user menu for an AI assistant that knows your projects. Ask it things like:

• “Which supers haven’t reported today?”
• “Summarize open variances on Yorkville South.”
• “Create a super named Maria Lopez, phone +1 604 555 0144, and add her to Yorkville South.”

The Co-pilot can both answer questions and make changes (create projects and supers, assign supers, resolve variances, and more) — scoped to your role. Before any change it describes exactly what it will do and asks you to confirm. Every write action is recorded.

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You’re live

You now have the full loop running:

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Next steps