At Connecteam, we want your setup to be easy and successful As customer success managers we took our experience from working with hundreds of Construction companies worldwide and created this step-by-step tutorial to get your company set up to PERFECTION. You can expect this guide to go through all of the steps needed to get your account up and running with real-world examples of how each feature or capability can work for a Construction company your size. Like Connecteam, this guide works as an all-in-one solution to your Operations Hub Set Up. While there are many other articles found here on our Help Center we have designed this guide particularly for companies of your kind and it should walk you through your complete setup step by step.
Don't worry! We’ve got all of the first steps to make your life easy and Connecteam work for you! 🤩
Table of Contents
After reading this guide you should be able to start fully operating the platform you will learn how to:
💡Tip: Anytime you see blue text in this article it is a link or menu of links to other areas inside this guide. If you're looking for something specific, or you don't finish the setup in one day, you can always find what you need or pick up where you left off by clicking on the relevant topic.
👪 Users & Smart Groups:
Wait! Did you sign up for multiple hubs? Did you already receive a setup guide and know how to add users and create smart groups? Then click here to move onto the next section
The first steps when setting up your account is going to be adding your users and creating your smart groups. In this section we will walk you through:
🗣 Custom Fields
Custom fields are information fields found inside the user's profile, and are filled with information specific to each employee. Custom fields are a smart way to identify and group your workforce, allowing you to customize what information is important to your company in order to organize their users. Examples of custom fields can be Position, Department, Birthday, Uniform Size, and much more.\
We recommend planning out the information you want to know about your employees and creating these custom fields prior to adding the employees themselves. This will allow you to update all their information when adding them and save you tons of time later.
To add a custom field head over to the user tab, click on user details and select add fields, name it, and press save. In the example below you can see we created a custom field named Project. In my company, the project custom field will mention the projects that the builder are working on.
Please note that there are 3 default fields you will never be able to edit or delete; these are First Name, Last Name, and Mobile Phone.
Once you have created the custom field click on one of your users to enter their personal user card, there you can update the custom field for that user.
You can also select multiple users at once and an action button will appear, click on update user details and update multiple users information at once.
Please note that there are 3 default fields you will never be able to edit or delete; these are First Name, Last Name, and Mobile Phone.
💡A Customer Success Manager’s Tip: We recommend using the drop-down custom field type when creating your custom fields, which allows you to create a list of information to select from when filling out the custom field. This will simplify things later if using smart groups, which are filtered by custom fields. The filter of smart groups is case-sensitive, and here at Connecteam we have encountered numerous companies whose users were not added to the proper smart groups because of typos made when filling out a users custom field. Using a drop-down custom field avoids this possibility right from the start!
👤 Adding Users
Once you have set up your custom fields it's time to move on to adding users. After all, that's what you came here for - managing your workforce.
To add users simply navigate your way to the Users Tab on the left - hand and click on it. Once inside select Add Users and fill in the requested details. You can also use the menu on the right side to add more details then the ones which appear here which are only the required fields. After filling out the details make sure the Send an invite button is selected in order to invite your users to join the app.
👥 Creating Smart Groups to Sort Users
Smart groups are groups based on rules. All the users who meet the rule will automatically be added to the group and those who don't will not be added. It's as simple as that. A smart groups filter is based on custom fields - which we previously created.
Construction companies' smart groups are hugely beneficial and allow you to create different teams with different qualifications for your staff. For example, you can group your employees by the different projects they are working on to create a group for each project or work site. Since Connecteam's features, assets, jobs in the schedule, chats and much more can be assigned to smart groups, grouping them now will help us later on with things like scheduling correctly (and much more).
To create a smart group follow these steps:
Step 1: Navigate to the smart group's category on the left sidebar
Step 2: First, add a Segment
Step 3: Use the + Add a group button from inside the Segment to create a group and then name the group.
Step 4: Set the Filter. First, choose the Custom field, and then finally select or enter the criteria that the group will be defined by.
In the example below you can see how I create a group of only my users that work on a project in main street.
Now that you know the basics of setting up your account it's time to move on to the features related to the operations hub.
☎️ Communications Hub:
This hub consists of 6 features, but for cleaning companies, we find the Chat, Updates, Directory, and Knowledge base to be most beneficial. Below we will go over how to set up and utilize the capabilities in each feature that we find most small-sized cleaning companies use.
💬 Chat: Improve Your Team's communication.
Connecteam’s chat is your way to create an efficient communication center with your employees. Plus it's easy and instant! The chat allows users to effortlessly share media and files and it’s connected to almost any feature in the system making it easy to chat with anyone anywhere! Using Connecteam's chat feature you will be able to limit communication Keep all the data in-house, control who can chat with whom, segment into departments, work-life separation, and more!
In this section we will go over
Before we begin we will give you a quick overview of how using the chat looks for your employees!
The chat keep all your employee communication happening in one place. It's simple and easy for employees to use, and they can participate in any team chat they are assigned to or start personal chats with other employees.
Now that you see how convenient it is for your employees to use the Connecteam's chats, let's get started in setting it up and customizing it to your company's needs.
How to Activate the Chat
To activate the chat enter launchpad, go to the left sidebar, to the Company Chat feature, and activate the chat.
Type of Chats
Now that you have activated the chat let's go over how to open a new chat.
To open a new chat, simply navigate to the Add New Button and add the relevant chat. There are 3 types of chats you can create depending on your needs. These are New Chat, New Team, and New Channel.
4 things to know to get started:
Creating team chats: You can create a new team chat for certain users by choosing select users, or you can use smart groups. Great for communicating with your team on big projects you are working on or for having a team chat with all employees of the same qualification, for example, a team chat for the field formen.
Team chats allow you to create groups and share relevant information with each other. Team members can send messages and a variety of attachments to communicate with ease. All team members that are a part of the team chat will have the ability to see and respond to the messages.
New Chat: This one-on-one chat allows you to communicate with a single user or admin. Share information instantly, or clarify shifts by immediately chatting with a user or admin.
In an individual chat, both people can communicate and write in the chat.
New Channel: A channel is a one-way communication with your employees. If you want to communicate a message to a group of users without anyone being able to respond then this option is for you. A channel ensures you can effectively communicate with your users without the chat becoming flooded. Just like Team Chats, Channels can also be assigned to Smart Groups or Individual Users.
Using smart groups: If you want to create a Team Chat for a group of employees like "Main street metro station renovation", Smart Groups will be your choice. The Team Chat will be available to current and future users that match the group's rules set.
A real-world example: A company using Connecteam uses team chat for employees working on the same work site to make sure they have a way to communicate with each other.They use the channels to make announcements for your employees regarding the work site or the project, to make sure their users are up to date with important announcements such as a new deadline for the end of the project, or a change in the plans of the project.
How to Use the Chat: Starting a Chat from Anywhere in the Platform
Now that you have learned how to create chats let's talk about how to start a chat from anywhere on the platform. At the top of the screen, the chat icon can always be seen from anywhere inside the platform.
Simply click on it and the chat will open on the right.
Additionally, in all other features such as the Job Schedule, Time Clock, Quick Tasks, and more, you can select the relevant users and create either a team chat or individual chat from the Actions Tab. In the example below I create team chats with three selected users from inside the Today Tab in the Time Clock Feature.
The Chat Settings allow you to decide how users can connect on the chat and guarantee that you stay on top of your main communication tool like never before.
Let's navigate to the Chat Settings. Enter the Chat, to the options tab, and select Settings.
Once inside the settings, there are 3 main categories of settings, with different options inside These are Private Chat Settings, Team Chat Settings, and Sharing Settings.
All Users Permissions
The All users permissions allow admins to choose whether mobile users are able to create chats, or not, or whether they can only start chats with other users who meet specific criteria such as those working on the same project, or at the same worksite.
The Admins permissions will allow the Owner to control whether admins will be allowed to chat with anyone in the company or just the smart groups they are in charge of.
Team Chat Settings
The mobile users' teams options allow admins to decide whether or not users can create team chats, or to specify exceptions to the general rule they choose to set.
The default sharing settings enable you as an admin to set limitations on if users are able to share images and videos from one chat to another inside the company app, or if users can share content to other platforms (for example Facebook or Whatsapp).
🗣 Updates: Increase your employees' engagement.
Are new projects opening? Is the Job site closed due to bad weather?
Updates are a great way for construction companies to engage employees and interact with them, especially when they might be working in different locations and at times. The update will show on your employee's app feed and will help you set your own company’s culture and day-to-day Operations.In addition to that, as an admin, you can get insights into who has seen your update and make sure your message is conveyed.
In this section we will go over:
When should I use the Updates Feature?
New work sites or projects
New company operations
Send files such us new work site plans
Share locations of meetings, celebrations, etc.
If you wish to send out a message to the team, in 99% of the cases it's better to do so with an update, here is why:
Updates are trackable: you will know exactly who saw them and who didn't.
You can follow up on an update: if someone didn't read your message, you can easily follow up with them.
Updates are more personalized: you can create a dedicated push notification, and customize the information, including images/links videos, etc.
Unlike text messages, with updates, you know the message went through. Text messages don't always make it to the end user.
Updates don't cost you money
How to Create an Update
Let's go over these easy steps to create an update:
Click Updates on your sidebar.
Click Add New.
You can choose from one of our templates or create your own
Type your update. You can choose different backgrounds.
Choose an object. You can upload one object per update except for the Image and video objects. You can upload an image and a GIF to the same update.
Assign the content to smart groups or select employees.
Create a custom notification and click send.
Special Updates Capabilities
When using the Update feature, you must know about these "killer" capabilities that can take your team to the next level:
Recurring updates - The Repeat Update option will allow you to send out recurring updates to your employees. You can set updates to repeat daily, weekly, or monthly, making sure that they are always on top of the most important announcements, for example an update reminding your employees to review their tome sheets or fill in an end of job report.
Pin post - You as managers always want to be in control of the data presented to your team and the order in which it is presented.
Pin posting updates and other content is key for manager control.
Shortcuts - When it comes to managing your team, making the content easy to find is key!
With our new Shortcut capability, you can now send internal links through the update feature sending the users directly to the relevant content with a click of a button. For example, you can attach the new forms you have published or the new
Connecteam’s pop-up updates capability gives you peace of mind, allowing you to set an update to include a pop-up with a confirmation button. These updates will be the first thing your users see when entering the platform, and the added confirmation button ensures that no information is missed.
How To Create a Pop-Up Update?
To create and send a pop-up update, all you have to do is enter the "Updates" feature on the left sidebar. Click Add New, create the update, choose who to assign it to, and continue until you reach the settings page. On this page, you can enable the pop-up by checking the pop-up upon launching the app and requiring a confirmation option. Take a look at how this looks below.
Here you can define two things:
Confirmation Button Text - Here you can set up a confirmation button that users will need to click to advance to the main page of the app. This button can be customized and you can select the appropriate text for the update, such as "I understood", "Approve" and more. In the example below you can see I created a confirmation button with the text “Read and Understood.”
Stop Pop-Up After- Selecting this option defines when to stop showing the pop-up attached to the update when the application is opened. Here you can select the options of 1, 3, 7, 14, or 30 days. Please note that even after the pop-up stops the update can still be viewed on your company's feed.
Pro tip: Don’t want the update to be viewed on your feed after the pop-up is over? Be sure to schedule its removal from the app.
💡Real-life example: A construction company based in Arizona, uses the Updates feature to publish a prof of work form all the builders working together in the same site to make sure they are filling in the relevant form at the end of the day. They attach a proof of work form in the Update asking each builder to report what he has done today and add photos of their work as well.
☎️ Directory: Your company’s phone book
The directory is your company's phone book where users and admins can see contact information of other employees in the company. Additionally, the Directory feature to add people that do not belong to your company's app. This is the place to add more work contacts that are not app users, like suppliers or clients and more! Its important to note that a Work contact doesn’t have access to the app.
In this section we will go over:
💡Customer Success Managers Tip: Keep in mind that all the users regardless of their Smart Groups will be able to access the Directory on their smartphones once it is activated in the dashboard. What users see however can be managed through the Directory Settings.
Activating the Directory
To activate the Directory, click Directory on your sidebar and click activate directory.
How to Add a Work Contact:
Click Directory on your sidebar.
Click the Work Contacts tab.
Click add contact.
Complete the contact's details.
Click save contact.
The Directory Settings
The Directory Settings allow you to decide how your users will use the directory and to which information they will have access. To get to the settings tab, enter the directory and navigate to the options tab, and select settings.
Once inside the setting there are three options, to display users in the mobile app, Mobile Users Viewing Permissions, and Information Visibility. Let's go over these below!
📚Knowledge Base - Share knowledge with your team
Easily connect your employees with information by creating custom libraries for work site protocols, Safety protocols, correct usage of equipment and so much more! In the Knowledge base, you can create separate sections for each department or topic with each containing folders, text, links, or documents. This gives you complete control when organizing all the information like inside your Knowledge Base
Now let's take a look at how to use the knowledge base!
Step by Step: Activating the Knowledge Base
Step 1: Navigate to the left sidebar and to the add new feature button
Step 2: Add a Knowledge Base
Step 3: Name the Knowledge Base
Step 4 Save Changes
💡Customer Success Managers Tip: Not only can you keep all the information in one place, but you can also create as many knowledge bases as you need. If you are part of a larger company with different departments you could even create a knowledge base for each department.
Once you have created your knowledge base you need to add the folders. This allows you to keep things extra organized. Later on, you will add all the information or knowledge you want into these folders.
To add a folder to a section click on the "add folder" button on the bottom of your screen and give it a name, in this example I have called my new folder "new work site".
How to Add Text, Links, Files, or Folders to a Subsection Folder
Once you have added folders, it's time to start adding in your information. This can be done in the form of text, links, files, or even additional folders (to which you can add text links and files)
To add any of these enter the folder you wish to add them to and select the blue + Add Button and select which type of information you want to add.
Now let's go over how each of these looks!
In the example below the knowledge base is a work site knowledge base, which has a folder for each work site with the relevant information for the work site included in it.
When adding text a window will pop up allowing you to type any information you would like. You can simply copy and paste the information and press save changes, or type in the information. In the example i have added a description of the work site.
Links will direct users to information found outside of the Connecteam Platform. This can be a video tutorial you have recorded on how to use a certain tool, or a link a YouTube video.
Files are documents that are added to the folders. These can be PDF, Word Documents, Images, or even an excel sheet!
Pro Trip: Did you make a mistake and accidentally create things in the wrong order! No problem! No matter what the content is - a folder, text, link, or document. It can always be moved by selecting the gray button to the left and dragging and dropping it into the correct order.
If you need to move a file text or link to another folder this can also be done by hovering over the 3 buttons on the right side and selecting move to a new folder and then moving it to the relevant folder.
💡Customer Success Managers Tip: Now that you have set up your knowledge base it may seem a little daunting and you may wonder how will I or my users remember where to locate the information I have added. Do not worry, here at Connecteam we thought about that and created a powerful search bar within the Knowledge base. Simply search for anything in a library by typing a keyword in its search bar and the options will appear below.
See, with Connecteam's Knowledge base you really can organize and store all your information however you would like all in one place!
In this article we went over everything you would need as a construction company to get connecteam communication hub set up and customized to meet your company's needs. While setting up and adapting to a new system might bring challenges and periods of adjustment for you and your employees here at Connecteam we are always here to help.
You can always reach out to our LIVE support team 🙋 (at the bottom right corner of your screen). They reply in under 5 mins to ANY question!