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A schedule tells SiteSuper when to reach out to a super and on which channel. A super can have multiple schedules.

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Create a schedule

  1. Open the super’s detail page → Schedules & Triggers tab.
  2. Add a schedule and set:
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Time
When to contact the super, e.g. 08:00, in the schedule’s timezone.
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Days
The days the schedule runs, e.g. Mon–Fri.
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Timezone
The site’s local timezone, so the call or message lands at the right local time.
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Channel override
optional
By default a schedule uses the super’s global primary/fallback methods. Override per schedule to mix channels — e.g. a 7 AM weekday call and a Saturday SMS.
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Project
The project this schedule belongs to. If the super is on a single project it’s chosen automatically; if they’re on several, you pick which one. This keeps every conversation and report from that schedule attributed to the right project.
  1. Enable the schedule and save.
SiteSuper’s dispatcher runs every minute. At the scheduled local time it initiates the call or sends the message, then follows your fallback rules automatically if needed.
A schedule belongs to one project. A super who works multiple projects gets a schedule per project, so each daily outreach — and the report it produces — is cleanly tied to the right job. Projects never get intermingled.

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What the super is asked

You don’t maintain a list of questions. SiteSuper drives the report from the project’s plan — today’s scheduled activities (from the imported Gantt) and any open variances — and the AI has a short, natural conversation around them, probing for specifics (trades, quantities, percentages, locations). It won’t read a robotic checklist.
  • On a phone call, the voice agent asks about the day’s planned work and follows up on anything open.
  • On SMS / WhatsApp / email, the super just describes their day in their own words; the AI structures it afterward.
  • On the web report link, the super taps through today’s goals and adds a note (see Reports).
If a super forgets what’s on for the day, they can simply ask the agent (“what were today’s goals?”) and it reads back the scheduled work. See Working hours for “are we on site today?”-type questions.

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Voicemail & fallbacks

If a scheduled call reaches voicemail, SiteSuper:
  1. Sends an SMS asking the super to call back.
  2. Waits the callback timeout (default 15 min).
  3. Retries the call, then moves to the super’s configured fallback channels if still no report.
This is why setting good fallbacks on the super’s profile matters — it’s how a report always gets through.

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Working hours

Each project has a Working Hours tab where you set the days the crew is on site and the start/end times. This is separate from quiet hours (when not to contact someone) — it describes when the job actually runs. The reporting agent uses it to answer a super who asks things like “what days are we working?” or “are we on site Saturday?” — reading back the project’s schedule and whether today is a working day.

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Updating the schedule

When the plan changes, you don’t have to re-import from scratch — SiteSuper takes the updated file and refreshes the current schedule automatically. There are two ways to send an update:
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Upload schedule (manager)
On the project’s Schedule page, a manager clicks Upload schedule and picks the updated PDF or Excel export (max 4 MB). For large P6 exports that exceed the size limit, drop the file in the project’s connected Drive folder instead and sync from there.
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Email an updated schedule (approved senders)
Approved senders can email an updated schedule to the project’s schedule-ingest address, shown on the Schedule page. The email is accepted only when both are true:
  • the sender’s address is on the workspace’s Schedule senders allowlist (set in Workspace Settings), and
  • the project’s Accept schedule updates by email toggle is on (Schedule page).
Anything else — an unknown sender, or the toggle off — is ignored.
An uploaded or emailed file auto-updates the current schedule. The previous file is archived, not deleted, and stays available on the Schedule page where you can download it or restore it as the current schedule.
The approved-senders allowlist is workspace-level with a per-project toggle — add a sender once and they can update any project, while each project independently chooses whether to accept emailed updates. The toggle defaults on for every project.

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Schedule-aware questions (with a project folder)

If the super’s project has a connected document folder (Drive or SharePoint), SiteSuper reads the schedule and specs and weaves today’s actual planned activities into the questions — and validates the report against the plan afterward. See Integrations → Project folders.