Settings

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This phoneWho you are, your language, your notifications, and what you see

Language

English.

I am

Open on Today

Today shows the time, your work, how you are doing, and today's list, with the map one tap away. Crew phones open on it; a manager's phone opens on the map. Tap Today in the left bar any time.

Nudge me about unfinished work

A gentle reminder when work assigned to you is still waiting: once in the afternoon, and once at the start of your next shift. Timed reminders from Today's list come either way.

The app updates itself when you open it. A phone that keeps it running in the background can sit on an older version; this looks now.

Show outlines

Instructions

TodayToday's list for the whole crew

Your workWhat is assigned to you

Show only my work on the map

InstructionsNotes from the manager

How-to videosShort videos on how to do things

Short videos from the manager on how to do things. Tap one to play it here.

Manager: post instructionsWrite a note for one person or everyone

Progress

By taskTrees, Bushes, Lawn, Leaves, Snow, Trash

Today's list workOne-off jobs the crew did from Today's list

Jobs written on Today's list rather than marked on the map: clean-ups, one-off requests, anything that came up. Reminders are not counted. Tap a day to see its whole list.

By zoneTo do and done in each zone

To do counts what is unmarked or whose mark has run out. Tap a zone to open it.

Waiting longestLongest since last marked done

Trees and areas that have gone the longest since they were last marked done.

Open problemsUnfixed reports

Site-wide totals. Who marked what is only in the manager version (Settings > Manager settings > Dashboard).

Help

Search help

Groundskeeping keeps track of grounds work on a map. Everyone on the crew sees the same map on their own phone; the name at the top of Settings says which site this phone is on.

For everyone

Getting startedThe whole app in a few lines, for the crew and for the manager

If you are on the crew

Open the link you were sent, then add the app to your home screen: on iPhone tap Share and then Add to Home Screen; on Android tap the menu and then Install. Open it from the icon, not from the browser. When it asks about notifications, say yes.

That is the setup. The map shows what needs doing. When you finish something, tap it. If a number appears on Instructions in the left bar, something is waiting for you — tap it to see what and who asked.

If it ever looks out of date, close the app all the way and open it again. Do not delete the icon and put it back: you would stop getting notifications.

If you are the manager

Tap Manager settings and enter the PIN. Tick “keep me unlocked” so you do not do it again.

To give someone work, tap a marker, tap Assign, pick the person, and write what you want if there is something to say. They get it on their phone at once. When they finish, you will hear about it. To hand out a lot at once, use Select more and assign them together — assigning forty things one at a time sends forty notifications.

When the crew marks work done you get one message a few minutes later, not one per tap; that is on purpose. A problem someone reports shows as a pin: tap it to see the photo and give it to someone.

Beside each name in Crew and access it says whether their phone is registered. “No phone” means they will not hear anything you send; have them open the app and turn notifications on. If you forget the PIN, tap “Forgot the PIN?” and it is emailed to you.

Everything else in this Help is for when you want it. None of it is needed to start.

Getting aroundThe left bar, clearing the screen, Settings, Help, offline

Finding things in Help

Type a word in the search box at the top of this panel and only the sections that mention it stay, with the word highlighted. Clear the box to see everything again.

The left bar

Help is arranged in drawers: For everyone first, then For the manager. Tap a drawer to open it; each phone remembers which you left open. Searching opens the drawers with matches and hides the rest until you clear the search. Everything you need is in the bar on the left. Area, All, and Zones are always there under the heading; below them, three headings: Tasks (the categories), Crew (Progress, Problems, Add Photo, Instructions, Schedule), and App (Feedback, Settings, Help).

Tap a heading to open that group (it goes bold; the one that was open folds up); tap it again to fold it, which leaves the bar clean with only the three headings. A folded heading is bold when its group holds the current view or an applied task. The app starts on the Home map with Tasks open.

The button with the solid dark background is where you are. The task filter that is applied also has a thin ring around its icon, and keeps it wherever you go (Zones, inside a zone), so you can tell at a glance which task is on even when nothing on the map matches it yet. You can show several tasks at once: on a computer, shift-click (or ctrl / cmd-click) each task you want; on a phone, press and hold a task to add it or remove it.

Every task that is showing has a ring, the heading lists them ("Bushes + Lawn"), and a plain tap on a task goes back to that task alone; for Lawn the ring takes the color of the view you picked in its list (purple for Rider, blue for 48, red for 12, orange for Done, dark for All). The word at the very top tells you where you are: the task you are looking at (All, Trees, Bushes, Lawn, Leaves, Snow, or Trash), Zones when the zone list is open, or the zone name when you are inside a zone.

Zone pages open at the same real-world scale in every zone (a tree marker's date reads at about 12 px), centered on the zone, so a marker looks the same size wherever you are; the manager sets how close under Site > Zone zoom (100% is the readable default; higher is closer) or can switch to "whole zone on screen".

Any marker whose date and initials are still too small to read grows to a readable size while you hover over it with a mouse or hold a finger on it; lift, and it shrinks back. Area shows the whole grounds as a clean map with no markers on it, from anywhere in the app. All shows every task's markers together, plus the problem and photo pins.

Tap All again and a list opens beside it. It lists every category in stack order (top of the stack first) and the two pin kinds; tap one to hide it from All (it dims), tap again to bring it back, while everything else stays. At the bottom, To do hides every finished marker so only what is still to be done shows, on the home map and inside every zone; the entry then reads Done, and tapping it shows finished work again.

The choices are remembered on your phone; Trees, Bushes, Lawn, Leaves, Snow, Trash, and Sprinklers show one task at a time; Problems shows only the problem pins and Add Photo only the photo pins, and they combine with tasks like any other (shift-click or press and hold). On the home map, finished work is tinted a different orange per task so the marks stay telling apart: snow the palest tint, trees light peach, leaf areas a warm apricot, lawns the classic orange, bushes a deep vivid orange, trash a red-orange; the manager can change these under Drawing > Colors.

Zones shows the zone outlines on a clean map (no markers) and opens the list of zones; tap it again, or a task, to bring the markers back. Instructions shows notes from the manager. Settings and Help open their panels.

Keyboard and screen readers

Everything in Groundskeeping works from a keyboard and with a screen reader. Tab moves through the left bar, the map's markers (each announces what it is, which zone, whether it is done and by whom, and who is assigned), and the panels; Enter or Space on a marker does what a tap does; Shift+F10 or the Menu key opens its menu; Escape closes menus, dialogs, panels, and the hover pill.

While editing a shape, Tab to a point, press Enter to select it, then the arrow keys move it (Shift for bigger steps), so nothing needs dragging. Dialogs keep focus inside them and return it when they close. The app follows WCAG 2.2 at level AA; if something is hard to use with your assistive technology, send it through Feedback.

Keyboard shortcuts (computer)

On a computer, + or = zooms the map in, - zooms out, and 0 returns to the zoom a page opens at; the arrow keys pan, and Shift with an arrow pans further. These do the same as the round buttons at the bottom right, and unlike the browser's Cmd + and Cmd -, they zoom only the map and leave the buttons and panels their normal size.

While drawing, Cmd+Z, Ctrl+Z, or Backspace removes the last point; with a point selected on a finished shape, Delete or Backspace removes it; Escape closes a menu. The keys do nothing while you are typing in a field or a panel is open.

Clearing everything out of the way

Tap any empty spot on the map and the left bar and the zoom buttons slide off the screen so you can see the whole map. Tap the map again and they slide back. Pinching, dragging, marking work, and reporting problems all keep working while they are hidden.

Language

Settings > Language shows the app in any language you choose: Spanish, Portuguese, Tagalog, Vietnamese, Mandarin, Arabic, and dozens more. Pick one and the buttons, panels, dialogs, and Help all change; your choice stays on your phone, so one crew member can work in Spanish while another works in English on the same site.

The first person to choose a language waits a few seconds while it is translated, and after that everyone on the site gets it at once, offline included. What people type stays exactly as written: names, zone names, notes, instructions, survey answers, and the standards the manager entered are never translated. Choose English again to go back.

Settings

Tap Settings in the left bar to pick your name from the crew list, so marks show who did the work. You can also turn the dotted outlines of unmarked trees and areas on or off. Outlines are colored by kind: trees white, bush beds amber, lawn green, leaves orange, snow light blue.

Working offline

The app works without a signal. Anything you mark is saved on your phone and shared with the rest of the crew as soon as you are back online.

The mapsHome map, zone list, zone maps, the live map

The home map

The first screen is a satellite view of the whole area. Tap Zones to outline the 10 zones and open the zone list. Tap a zone on the map, or its name in the list, to open it. Orange dots and orange shapes show work that has been completed recently: a dot for a tree, and the outline of the bed or area itself.

The zone list

The zone list slides out next to the left bar with Zone 1 through Zone 10. On a phone it closes by itself as soon as you pick a zone, to give the map more room; on a tablet or computer it stays open while you jump between zones. To tuck it away yourself, tap any empty space in the list, or tap Zones again. Tap Zones whenever you want it back.

Zone maps

Each zone is a zoomed-in map. Trees, bush beds, lawn areas, leaf areas, and snow areas are drawn on it. Pinch to zoom (or pinch on a laptop trackpad, or hold Ctrl and scroll), or use the + and - buttons on the right. Drag to move around; the map slides under the left bar and the buttons.

Names on the map

Labels in the left bar is where the map gets its words. It opens a list with two switches, both for your phone only, and then every name on the page you are looking at. Show our names puts the site's own names on the map: Shed, Gate 4, The Quad, Loading dock, whatever the crew calls a place. Show street names asks the map itself for its roads and street names and lays them over the imagery, for when someone is being sent to an address rather than to a zone.

Tap a name in the list and the map goes to it. A name that is set to appear only when the map is zoomed in says so in the list. Names are only names: nothing is marked done on them, they are in no report, and they never get in the way of tapping what is underneath them.

The live map

If the manager has set up a tile source and georeferenced the home map, the live map can be turned on per phone (manager: Settings > Manager settings > Live map > This phone) or for every phone at once (Turn the live map on for every phone by default). There are two switches, one for the home map and one for zone pages.

With them on, the maps draw over up-to-date satellite tiles that stay sharp however far you zoom, and everything else works the same: tap a zone to open it, tap a tree or area to mark it, dots and shapes show what is done, red pins show problems. A live zone page is a window on the same map as the home map, cropped to the zone, so every tree, area, mower area, and pin sits exactly where it is on the home map; Zone 8 becomes one continuous map instead of five strips.

The Satellite picture on top slider fades the site's own picture in over the tiles, which is handy for checking how well they line up. The first time, the tiles need a connection; every tile you have looked at is kept on the phone for when you are offline, and the manager can save the whole map in one go. If the tiles cannot load, the app quietly falls back to the pictures.

Doing the workMarking done, tasks, mowers, your work, problems, instructions

Marking work as done

Tap a tree or area when you finish it. It fills in with today's date and your initials. Tap it again to clear the mark if you tapped by mistake.

Marks clear themselves after a set number of days (the manager chooses how many for each task), so an empty outline means it is time to do that work again.

All, Trees, Bushes, Lawn, Leaves, Snow, and Trash

All is what you see when you first open the app, and shows every task together, overlaps included; finished lawn areas are tinted green, leaf areas tan, and snow areas blue so you can tell them apart. Each task also has its own layer so shapes never get in each other's way: Trees shows only the tree dots, Bushes only the bush beds, Lawn the areas to mow, Leaves the leaf pickup areas, Snow the snow removal areas, and Trash the trash cans (round markers) and trash pickup areas.

Tapping, marking, editing, assignments, and Progress work the same on every layer, and each has its own number of days a mark lasts. The manager can turn Leaves and Snow on for their seasons and off for the rest of the year.

Lawn: mow days

Tap Lawn, then Mow days in the list that opens. The home map shows which zones are mowed on which weekday: each mow day is a set of zones drawn in one color (filled once it is done). Rest the mouse on it or hold a finger on it and the pill tells you the day, whether it is done and when, by whom, and who is assigned.

When the day's mowing, edging, and trimming are done, tap the outline: it records the date, time, and who tapped, fills the area in as done, fills in every lawn area in those zones as done (orange, with the date and initials) so nothing looks forgotten, and tells the manager. Clearing the day clears the lawns it filled in, but not lawns someone marked by hand.

Tap again to clear a mistake. Press and hold for the menu. A mow day counts as done for a week, so it comes back "not yet this week" the following week. Your own mow days are listed under Your work in Instructions.

Lawn: the list under Lawn

Tap Lawn and a short list opens. All shows everything about lawns: every lawn area (done or not), the mower areas in their colors, and the mow days. None hides all of it and leaves the plain map while Lawn stays your task. Done shows only lawns that are finished. All mow days shows every mow day, and under it each mow day by its weekday (Monday, Tuesday, and so on) shows that day alone, in its color; the manager also sees weekdays that have no mow day yet, marked (add), which create one.

Rider, 48, and 12 show that mower's areas and the lawns tied to them, finished or not, and nothing else. The list stays open while you try different views; tap Lawn again to close it. Whatever you pick stays until you change it, on the home map and on zone pages alike; tapping All in the left bar resets it to All as well.

A zone page shows only that zone's mower areas, the ones centered inside its outline or tied to its lawns, never a neighbor's.

Lawn: which mower goes where

Tap Lawn and a second list slides out: All, Done, Rider, 48, and 12. Purple areas are for the Rider, blue for the 48-inch mower, and red for the 12-inch mower. All shows every mower's areas together with the orange marks for lawns already mowed. Done shows only the orange marks. Rider, 48, or 12 shows just that mower's areas, with the orange marks on top so you can see what is left.

The colors also show on the zoomed-in zone maps. On a phone the list closes after you pick; tap Lawn again to bring it back.

Your work for the day

Tap Instructions in the left bar. It is arranged in drawers (Your work, Crew overview for the manager, Instructions, How-to videos, and the manager's composer), each with a summary line, and each phone remembers which are open. Your work lists everything assigned to you: the kinds of area you cover in general (for example, all lawn areas) and any specific trees or areas the manager gave you, grouped by zone, with how many are still to do and how many are done.

Tap Go to jump straight to that zone (or to the mower areas on the home map). The red dot on Instructions lights up when your assignments change, not just for new notes. Turn on Show only my work on the map and everything that is not yours fades back, so the map becomes your to-do list; turn it off to see everything again.

This switch is just for your phone. Each thing someone gave you says when they assigned it and who did, for example “Assigned 9/18/26 2:15 PM by Colton”. Things that are yours because a whole zone or task is yours have no such line: nobody handed them to you at a moment. Tapping Go flies to that one and pulses it in magenta; when the pulse stops, everything else of yours that is still to do lights up in magenta as well, so the rest of your day is on the map and you do not have to come back here to see what is left.

Marking one done takes that one out of the light and leaves the others lit. Tapping anywhere else on the map turns the light off.

The press-and-hold menu (everyone)

Press and hold anything on the map (or right-click on a computer) for what you can do with it. On a tree, area, or marker: what it is, whether it is done and by whom, and who is assigned; Mark done or Clear the mark (or the checklist for equipment); Details, where you can leave a note, photos, and a link; the Standards for that kind of work; Report a problem here and Add a photo here; and, from the home map, Open the zone.

On a mow day: mark it done or clear it, the Lawn standards, and who mows it. On a mower area: who is assigned and the Lawn standards. On a problem or photo pin: open it. On empty ground: report a problem, add a photo, open the zone. The manager sees the same menus with editing and assigning added.

Photo spots: a picture of a place

Sometimes the point is not a problem but a view: what a corner looks like today, a before-and-after, a 360 or panorama taken with the phone's camera app. Press and hold on the map where the picture was taken (home map or a zone page) and choose Add a photo here from the small menu; Report a problem here is beside it.

Add one or more photos (a panorama or 360 image uploads like any other picture), write a note if you like, and tap Add. A blue camera pin appears on the home map and the zone map, the same size as a problem pin. Tap the pin to see the photos and the note. Tap a photo (or its corner button) to open it full screen: double-tap or scroll to zoom, pinch on a phone, drag to look around, the arrows or swipe for the next photo, the fit button to return to the whole picture, and the X or the Escape key to close.

Anyone can add to the note; tap Edit to change the note or remove a photo (the small X on each one), and the person who added the spot or the manager can remove the whole spot. Move puts the pin somewhere else: tap Move, then tap the map where it belongs (on the home map or inside a zone); Escape cancels.

Problem pins work the same way. Photo spots are not problems: they do not count in Progress, do not send notifications, and never expire.

Standards: what good work looks like

Every marker's Details dialog has a Standards drawer. Open it and you see the standard for that kind of work: a short description of the expectation, then the checklist of what to look for, one point per line. They come from BYU Grounds' 2026 Standards of Grounds Maintenance Excellence, matched to the categories: Litter/Trash for trash cans and areas, Irrigation for sprinklers, Lawns for lawns (also under Lawn standards in a mower area's or mow day's menu), Beds for bush beds, Hard surfaces for surfaces, and Shops and Vehicles for equipment; trees, leaves, and snow gather the lines from those sections that concern them.

Use it to check your own work before marking done, or to see what is expected of a task you have not done before. The manager can edit any category's standard under Manager settings > Categories > Standards, so a site can use its own wording. A new site can start from a set written for its kind of grounds (campus, city parks, cemetery, golf course, school district) with Use a starting set, or paste its own document with Paste our standards: a category name and a colon on one line, a sentence describing the standard, then one line per point.

Webcam

Webcam, in the left bar, turns the map into a live view from a camera the manager has set up, for looking at the snow before anyone drives in, or at the lot during an event. Tap it to turn the feed on (the icon changes to a running camera); if there is more than one camera, chips across the top pick one.

Tap it again to turn the feed off: the window goes black and says Webcam Off, and the map is back with the next tap on any task. Nothing is recorded; the app shows only what is live. The manager adds cameras under Manager settings > Site > Webcams, as a YouTube Live link, an HLS stream, or a still image that refreshes.

3D model

With Google 3D on, the Area, All and zone pages have a round 3D view button at the top right. It opens Google 3D looking at what was on your screen: the whole site from Area, the zone from a zone page, about as wide and facing the same way.

To mark a problem or add a photo where the flat map is blocked, by a tree or a roof, tap the + button at the bottom right of Google 3D and pick Problem or Photo. Turn and tilt the view until the spot is clear, then tap it. The usual form opens; the pin lands on the flat map in the zone the spot falls in, and it keeps the angle you used. Anyone who opens that problem or photo can tap See it in 3D to look at it the same way. Problem and photo pins show in Google 3D too, and tapping one opens it; the Problems and Photos chips hide or show them on your phone. Moving a pin on the flat map drops its 3D angle, since it no longer points at the new spot. Tap the ground, not a tree: a tap on a tree puts the pin on the tree.

Street View: press and hold anywhere on the flat map and pick Street View here, or in Google 3D tap + then Street View and tap a spot. The nearest Street View within 60 m opens, turned to face that spot, and the line under the title says how far away it was taken. Where Google has none, a card says so and offers Google Maps. Back returns you to the map or to Google 3D. It comes with Google 3D and uses the same Google key.

If the manager has turned on Google 3D, it is the first chip: Google's photorealistic 3D of the site with every zone outlined in its color and marked with its number on a green pin. Problems are red pins with an exclamation mark and photos are blue pins, as on the flat map. Tap a zone and a message offers Open zone, which takes you to that zone's page. The Zones chip hides or shows the outlines on this phone; the manager's Save this view makes the current angle the one everyone starts from. Google 3D needs a connection, and Open in Google Earth at the top right opens the same spot in Google Earth.

3D model, in the left bar, opens a full-screen 3D model of the site that the manager has added, for looking over a roof, a courtyard or a building's surroundings before heading out. The button only appears once there is a model. The first time, a card asks you to tap Open model, because the model is large and loads best on Wi-Fi; after that, this phone opens it straight away. Some models, like the BYU campus model, show their own play button instead; tap it to start. Drag to turn it, pinch or scroll to zoom. A Google Earth view opens in Google Earth itself, in its own tab or the Earth app, because Google does not allow it inside other apps.

If there is more than one model, chips under the title pick one. Back, or Esc on a computer, returns you to where you were. If the model stays blank, tap Open in new tab at the top right: some model sites only open in their own tab. The manager turns on Google 3D and adds other models under Manager settings > Site > 3D models, with a name and the model's embed code or link. Embed code keeps the view it was made from, so everyone starts looking at the same spot.

Problems by text

Anyone the app knows can text a problem to the app's number, the same number time off is forwarded to: crew members with a text number on file, and people outside the crew the manager has added (a custodian who looks after a building, say). Text what is wrong and where, and add a photo if you can: "Sprinkler head broken by the north door of Heritage 5." No app and no keywords are needed. The app replies to say it got it. A number the app does not know gets no reply.

The manager and the leads see it at the top of Today, under Texted in: from the crew first, then from outside the crew. Each shows who sent it and when, the problem in a few words, the text itself, the place it names, and the photo (tap it to see it full size). Put on the map opens the map at that place; tap the exact spot and the usual report form opens, filled in, with the photo attached and the sender's name on it. Assign people there if you like. Dismiss removes a text that is not a problem, with Undo for a moment after. The manager adds people outside the crew under Manager settings > Site > Texting the app.

Reporting a problem

See a broken sprinkler, a fallen limb, or anything that needs attention? Press and hold on the map right where the problem is. A form opens where you can add photos (up to six) and a short note. A red pin then shows on the map for everyone. Tap a pin to see the photos and the note, add more photos, or edit the note. Tap Close or anywhere outside the box to put it away. When it is taken care of, tap Mark as fixed.

The manager is told the moment a problem is put on the map, whether or not any notification rules have been written, and tapping the notice opens that problem. Anyone else hears about it if they have asked to under Manager settings > Notifications (Problems reported), or if the report named them. A manager who has turned their own notices off is not told. A photo spot is not a problem, so it tells nobody.

How-to videos

Below the instructions, How-to videos is the crew's training shelf: short videos the manager has collected on how to do things, such as repairing a sprinkler head, keeping a tree ring, edging, or mowing a slope. Each has a title, a task it belongs to, and sometimes a note. Tap a card to play the video right there in the panel (it only loads when you tap, so browsing costs no data); Open in YouTube plays it full screen.

The list stays put, unlike instructions, so it is always there to check. The manager adds videos with Add a how-to (a YouTube link, ideally an Unlisted video; other links open in a new tab), edits or removes them from their cards, and can attach a how-to to any instruction, which shows a play button on it.

Adding a how-to tells the crew the same way a new instruction does. When you upload training videos to YouTube, turn captions on (YouTube can generate them) so crew members who cannot hear the audio, or are in a noisy shed, can follow along.

Crew schedule

Today (the page your phone opens on)

A crew member's phone opens on Today: the time and the day, a greeting, a ring showing how much of your work is done, three numbers (done today, this week, still to do), the work handed to you personally, and Today's list. Tap the check next to something to mark it done right there (Undo appears for a few seconds); tap the item itself to see it on the map. Open the map, or any task in the left bar, goes to the map; Today in the left bar comes back.

A manager's phone opens on the map; either can change that under Settings > This phone > Open on Today. After half an hour away, the app comes back to Today, since the day has moved on. A notification still opens on the thing it is about. On the shed computer, tapping your name opens Today for you.

Today stays current on its own. When a manager saves Today's list, or someone takes, joins or finishes a line on another phone, every phone with Today open redraws it within a few seconds. Nobody needs to refresh.

Today's list

Today's list is the manager's whiteboard in the app: the general work he wants done today, for the whole crew. It sits at the top of Instructions on every phone, across the top of the shed computer's board, and appears once a day as a banner the first time you open the app. Tap I'll take it on a line so nobody else starts the same job (it shows "Jordan is on it"), then Done when it is finished. A job for several people can be joined: Join adds you ("Jordan and Gage are on it"), Leave takes you off, and when the manager has said how many it needs ("2 of 3 on it") it shows Full once that many have joined. Whoever ticks it done does it for the whole group: every name on it gets the credit. Go opens the zone or marker a line is about.

The manager writes it under Instructions > Today > Write today's list: one task per line. Photo of the whiteboard reads the real whiteboard with the AI and puts its lines in the box to check and fix before saving (part of the Campus plan; it needs a connection). Tell the crew sends one notice to everyone now, at a time today (the start of the first shift, say), or not at all. Lines left unfinished are offered on the next day's list with Add them, so nothing is rewritten.

Written as one paragraph? Split into separate tasks breaks it at each sentence, semicolon, "then", bullet or number (and saving one long line offers the same). Reminders nobody takes, like "30 minute lunch" or "Remember to eat", are shown first with an info mark and no buttons, and are left out of "1 of 4 done": start a line with "Note:", or the app recognises lunch, breaks, remember, water, meetings and the like; More next to a line switches it between a task and a reminder.

End a line with a number, like "Rake the quad (3)", when it takes that many people, or use More next to the line, How many people.

A line that needs tools asks the crew which ones when they join: lines that say mow, edge, blow, rake and the like are offered those tools automatically, and More next to a line, Tools this needs, sets them by hand. More also links a line to a zone or a marker, or removes it. When every line is done, the manager is told.

A manager can also work on the list from the Today page itself. With a list up, the pencil next to "Today's list" opens the same editor, and Add a line under the list puts one more thing on it without opening anything: the same words mean the same here, so "Note:" makes it a reminder, a time in a reminder still sends at that time, and "(3)" still asks for three people. If the crew have already been told about today's list, a line added this way is sent to them on its own; if they have not, it goes out with the rest when the list does. On a day with no list yet, the page offers Write today's list instead.

Giving a line of Today's list to someone

A line can be given to particular people, the way you would write a name next to it on the whiteboard. Two ways: More next to the line, Assign people..., and tick who should do it (the same dialog as for markers, with who is in today); or write the names in brackets at the end of the line in the editor or in Add a line: "Rake the quad (Gage, Jordan)".

A first name, a full name or initials ("GB") all work when they can only mean one person. A number in brackets still means how many people it needs, and both can be used: "Edge by the chapel (Gage) (3)". As you type, the editor shows who each line is for, and marks in red any name in brackets it could not match to one person; that line is left exactly as written.

A photo of the whiteboard keeps the names written next to tasks, so they assign the lines too.

The people given a line are told straight away (or with the list, if it is set to go out at a later time). The line reads "For Gage and Jordan", it shows under For you on their Today page with a check to finish it there, and they have Done but no Let go: only the manager or a lead can take them off, from the same menu or by taking the names out of the line. If the line needs more people, anyone else can still join. When it is done, everyone on it gets the credit.

After mowing, whipping, edging or blowing: which areas got done

When you tap Done on a line of Today's list that is lawn work (mowing, whipping, edging, trimming or blowing), the app first takes you to the map and lights today's lawn areas in flashing magenta: the ones in this weekday's mow day, or in the zone the line is linked to. A bar at the bottom asks: Are these the areas that got done today? The line is not ticked yet. If today is not a mow day and the line names no zone (just "Mow"), the map shows every lawn area still open and asks which got done: tap the ones that did and Save, which ticks the line. The Go button on a lawn line shows its lawn areas on the map. When it asks about every open lawn, tap the ones that got done and Save, or All got done for the lot.

Named places: the manager taps a lawn area or a marker on the map and chooses Name this place: the name the crew uses (ETL), other names, and its usual mowing height. Give several areas the same name to make one place; the name goes on the map with the site's other names. A line of Today's list that mentions it (Mow ETL at 2.5) shows the place and the height as chips, Go shows those areas, and Done asks about only those. A height written on the line, like at 2.5, 2.5" or height 3, wins over the place's usual one. When the manager writes a lawn line with a word the app does not know, like ETL, the line offers Name “ETL” on the map.

Yes, all of them marks every one of them done, with the mow day, ticks the line done, and takes you back to Today's list. No, choose them asks you to mark the areas that got done: tap each one (it turns yellow; tap again to undo), then Save. If you chose them all, the line is done. If not, the line stays open and shows how far it got, like "2 of 5 areas done", with a progress bar; the areas left stay outlined on the map, so the manager can see them and hand them out.

Whoever finishes the job taps Done again: only the areas still to do are lit, and Yes ticks the line done. Not now leaves everything as it was, the line included. If today has no mow day and the line is not linked to a zone, Done simply ticks the line.

Leads: crew members who can change Today's list

When you are in a meeting or away from the shed, someone still has to say what needs doing. Make that person a lead: Manager settings > Crew and access, More next to their name, Make a lead. A lead's Today page gets the same pencil and Add a line that you have, so they can write the day's list, add what they see needs doing, and change it. Each lead is told when you make them one, and the crew list shows "Lead" next to their name.

A line a lead added says "Added by" them until somebody takes it, and you are told about every change a lead makes to the list. When a lead sends the list to the crew, you hear it with everyone else. No longer a lead, in the same menu, takes it back; the lines they added stay. Being a lead changes nothing else: they cannot change settings, assign markers, or answer tool requests.

Writing Today's list: the five rules

1. One job per line. "Blow off the walks by the north entrance" is a line; the crew see I'll take it next to it, and Done when it is finished. 2. Several people? Put the number in brackets at the end: "Rake the quad (3)". The line then says "2 of 3 on it" and shows Full once three have joined. 3. Not a job? Start the line with "Note:" and nobody is asked to take it: "Note: gate code changed to 4417". 4. A time in a reminder notifies the crew at that time: "Note: 30 minute lunch at noon" pings everyone at 12:00. 5. Write it plainly and check the list before Save; the editor shows which lines will notify and when.

The app reads lines about lunch, breaks, water, meetings, clocking in and safety gear as reminders even without "Note:", since nobody takes those. If a line comes out as the wrong kind, More next to it has Make it a reminder and Make it a task. If a whole paragraph gets typed in, Split into separate tasks breaks it up, and saving one long line offers the same. Anything unfinished yesterday is offered on today's list with Add them.

What Today's list work adds up to

Jobs written on the list are not markers on the map, so they are not in Progress by task. Progress > Today's list work gathers them instead: for a week, a month, the season or all time it counts the jobs done, the ones left, the days with a list and the people on them, then lists each day with who did what and which tools they used. Download as a spreadsheet gives the same thing as a CSV, one row per job.

If a job keeps coming back, More next to the line has Make it a category, which opens Add a category with the line's words as the name ("Clean up seed pods" becomes "Seed pods"). From then on it can be drawn on the map, marked done, and counted in Progress like Leaves or Trash. Leave a one-off job on the list.

Timed reminders

A reminder on Today's list that names a time notifies the crew at that time. "Reminder to take a break at 11am", "Note: 30 minute lunch at noon" and "Huddle at 1:30" all work. As you type, the editor shows which lines will notify the crew and when. On the list, the line shows a clock and counts down ("in 20 min"), then says when it was sent.

More next to a reminder changes its time or turns its notification off. A reminder goes out once, only by push, and not at all if its time had already passed by more than a few minutes when it was written. On the shed computer it also shows large for ten minutes. Managers can turn all timed reminders off in Settings, Crew and access, under Crew hours.

Nudges about unfinished work

Work assigned to you by name that is not done gets a gentle nudge. Something handed out in the morning is nudged once at the afternoon nudge time. Anything still waiting is gathered into one message at the start of your next shift: "Good morning, Gage. 2 things carried over from yesterday." On Today, those items come first with a "From yesterday" tag.

Tap Tomorrow next to an item to skip its nudge for the rest of the day; it will still be in the next morning's message. Nobody is nudged more than twice about the same thing. After two days, whoever assigned it is told instead. Nudges go out only in crew hours, never on a day off, and only by push. Turn them off for your own phone under Settings, This phone.

Tools and equipment

When you join a line on Today's list that needs tools, a sheet asks what you are using: every mower, trimmer, blower or hand tool for that job is a chip. A machine someone else has is greyed out with their name on it; a hand tool shows how many are left ("Rakes · 7 left"). Pick one or several and Join. The line then reads "Jordan (21" #2) and Gage (Rider)". Tools, next to a line you are on, changes what you picked; leaving the line gives them back. Show all tools lists every kind. Missing or broken? opens three choices: Not on the list (you are using something the list does not have; the manager gets a note), Ask for more, and Report a repair. A machine someone has reported with Don't use it is greyed out with "In repair" until the manager says it is fixed.

The manager keeps the list under Manager settings > Tools and equipment: Add a kind, More next to a kind to add a tool (one machine, or a number of the same thing), rename, reorder, or set the words that suggest it; More next to a tool to change it, move it, retire it (it leaves the pickers, its history stays) or delete it. Paste a list adds a whole shed at once. Notes from the crew about tools not on the list appear at the top, with Add it.

From a photo builds the list from pictures instead of typing (part of the Campus plan; it needs a connection). Photograph the rack, the trailer or the shed wall, up to six pictures of the same place, and the app reads what it can see. It then shows one line per thing, each with a name, the kind it belongs in and how many: lines are ticked ready to add, except anything already on the list, which arrives unticked and marked "already on the list". More next to a line changes the name, the number, or which kind it goes in; untick anything that was misread. Nothing is saved until you press Add.

A kind the site does not have yet is marked "new kind" and is made when you add it. Counting a row of identical rakes is the part a picture is worst at, so check the numbers before you add. Straight-on pictures in good light, with the tools apart rather than in a pile, read best.

Asking for a tool the shed does not have

Need something the shed does not have, or not enough of it? Tap Ask for a tool on your Today page, under For you. Say what you need, whether you need it today, this week or anytime, and what it is for if that helps. Add a photo when you do not know what the tool is called: a picture of the thing, or of the job, says it faster. Send, and the manager is told straight away.

If someone has already asked for the same thing, the app shows their request as you type. Tap Me too and your name goes on theirs rather than a second request, so the manager sees one request with everyone who needs it, and you all hear the answer. The tool sheet on Today's list has it too: Missing or broken?, then Ask for more; it opens with the job already filled in, and the tool that is all taken already typed.

Your request stays under For you with where it has got to: asked, ordered, in the shed, use something else, or not getting it, with the manager's words. Each answer is also a notification. Tap the request for its options: Got it takes an answered one off your page, and I don't need it any more takes back one that has not been answered.

For the manager, requests appear on your own Today page under For you, what is needed today first, and at the top of Manager settings > Tasks and seasons > Tools and equipment. Tap one (or its More button) to answer: Ordered, In the shed now, Use something else..., or Not getting it... Everyone who asked is told. In the shed now also offers to put the tool on the tool list, so the crew can pick it on Today's list from then on. Answered requests leave the list after two weeks.

Reporting a repair

A tool or machine that is broken: tap Report a repair on your Today page, under For you. Say which one (as you type, the tool list is offered as buttons, so you tap "21" #2" rather than spelling it), say what's wrong or add a photo, and answer Can it still be used? Don't use it is chosen already, because most broken machines should not be; tap Still works if it is only something small. Send, and the manager is told straight away.

Don't use it takes that machine out of service on every phone: on the tool sheet for Today's list it is greyed out with "In repair", so nobody takes it by mistake, until the manager marks it fixed. If someone has already reported the same machine, the app shows their report and offers Me too; your name goes on it, and if they said Still works and you say Don't use it, it comes out of service. The tool sheet has Report a repair too (Missing or broken?), offering the machines for that job, and so does an Equipment marker on the map: press and hold it.

Your report stays under For you with where it has got to: out of service, being fixed, sent out for repair, fixed, or being replaced. Each change is also a notification. Tap it for Got it once it is answered, or Take my report back if it turns out to be fine.

For the manager, reports sit with the tool requests on your Today page and at the top of Tools and equipment, with Out of service in red first. Tap one (or its More button) for Fixing it, Sent out for repair, Fixed, back in service, or Replacing it..., and everyone who reported it is told. Fixed puts the machine back on the tool sheet. Replacing it offers to retire the old one from the tool list, keeping its history. Safe to use for now, or Take it out of service, changes the call without closing the report.

Crew goal, thanks and milestones

The Today page shows the crew's goal for the week: one shared ring that every mark, finished line of Today's list and fixed problem fills, whoever did it. The app suggests the goal from the last four weeks (a little above their average), or on a new site from the work that falls due each week; the manager can set a different number with the pencil on the card or under Manager settings > Site > Crew motivation, and clear it to go back to the suggestion. The same dialog takes an optional reward, like "Pizza for the crew!", which shows on the card with a gift icon and goes out with the notice when the ring fills. When the ring fills, everyone is told.

Thank a teammate has a Send without my name switch. They see the thanks as from someone on your crew, and your name is kept nowhere shared, not even in the notice they get; the thanks still counts in the crew's numbers. The Thanks card says how many thank-yous the crew shared this month, with no names. The manager's Progress panel has a Thanks drawer: this month's thank-yous, how many people gave thanks, the change since last month, and a chart of the last twelve months (or by year) split into crew-to-crew and from the manager or a lead, with a table view. The monthly counts, numbers only, are kept for years even though the thanks themselves are cleared after six months. Who gives thanks lists only thanks sent with a name, and starts folded.

Anyone can thank someone. On the Today page, Thanks has Thank a teammate: pick who, pick what for (Helped me out, Covered for me, Taught me something, Went above and beyond, Kind to someone), add a few words if you like, and Send thanks. Or press and hold something a teammate finished (or open the menu next to a finished line of Today's list) and choose Say thanks. The person gets it as a notification and it stays in Thanks on their Today page. Thanks are private: only the person thanked sees them. The manager sees them too, in Thanks between the crew in Progress, unless the person thanked turns off Let the manager see the thanks I get, under Thanks on their Today page. You can thank the same person once a day.

Your milestones on the Today page are your own: 100 things done, 100 trees, 5 problems fixed and the like, the next one to reach, and your streak, which counts only the days you are on the schedule, so a day off never breaks it. Last week's spotlight names a different kind of work in each row (problems fixed, zones covered, lines of Today's list, thanks received), so different people get noticed. In Break time, every 10 things you get done in a day earns an extra life, up to 3, and your sprinkler changes colour at 100, 250, 500 and 1,000 things done.

Each thing counts once per person per day, so marking, clearing and marking again adds nothing. The manager can turn each of these off under Manager settings > Site > Crew motivation.

Who's in

The Who's in card on the Today page is the crew's calendar. Week shows seven days and Month the whole month, with a coloured bar for each person's time off, so two weeks away reads at a glance. The line under the calendar says who is in today; tap it, or tap any day, to see who is in that day with their hours from the schedule, and who is out, in late or leaving early. Tap the same day again, or the X, to put the list away. The arrows move a week or a month; the date between them brings you back to today. On a phone the card shows that line and what is coming up; Calendar opens the whole thing full screen.

Every heading on the Today page folds: tap For you, Today's list, Thanks, Break time or any other heading to put that section away, and tap it again to bring it back. The count stays next to a folded heading, and this phone remembers what you folded. Your milestones, last week's spotlight, Thanks and Break time start folded. A long list shows its first three, with Show all underneath.

Crew: Ask for time off, choose Out, In late or Leaves early, the day or days, and a time if it is a late start or an early finish. The manager is told and says yes or no, and you are told. Until then it shows as Waiting for OK, to you and the manager only.

Manager: Add time off does the same for anyone, with a reason only you see; the crew sees who and when, never why. From a text reads a crew member's message for you: copy the text in Messages, tap From a text, and the app fills in who, what and when for you to check and save. Or forward the text to the app's own number (Manager settings > Site > Time off by text) and tap the notification. Texts the app sends start with the name under Texts are signed in the same place, which should match the name your texting was registered under. Nothing goes on the calendar until you save it. Tap anyone on the calendar to change or remove their time off.

Not connected

If a red banner at the top says the app is not connected to the shared site, what you do on that phone or computer is saved there only until it connects. Tap Reload. Feedback written meanwhile waits and is sent once the app connects, and the manager PIN can't be checked until then, so manager settings stay locked. Settings shows the connection too.

Break time

For a minute off after a long day in the heat or the snow: press G on the map (on a phone, tap the version line at the bottom of Settings five times). The markers on your screen come loose and fall; a small sprinkler at the bottom waters them before they land. Aim with the left and right arrow keys or A and D, or slide a finger on a phone; it waters by itself. Hold Shift (or, on a phone, hold the Hold to boost button in the bottom right corner) and the sprinkler moves twice as fast; it glows while it is boosting. The speaker button next to the X turns sound effects on and off; they start off, and this phone remembers. Each marker that lands costs a life; you start with three, plus any your day's work earned. Your phone keeps your best score.

Break time on the Today page has four games, each a short break with its own high scores: Marker Invaders; Weed Whack (tap weeds before they go to seed; young ones score more, and five in a row doubles the points); Mow Lines (steer a mower over the lawn and mow 80% of it without hitting a bed, a sprinkler, the edge or your own stripes; swipe or use the arrows); and Tool Match (turn over two cards at a time to find the pairs in as few moves and as little time as you can). Play opens a game; the button at the top of the card plays the last one you played. The High scores chips choose which game's board shows. All four open when the day's work is done, like Marker Invaders.

Upgrades build through the week. Each day you finish your work (your part of Today's list, or five things done on a day with no list) unlocks the next level in every game, up to three: Marker Invaders gets the Rotor sprinkler, Rapid fire and Big drops; Weed Whack gets Gloves, a Hoe and the Weeder; Mow Lines gets a Zero-turn, the Striper and Cruise control; Tool Match gets Peek, Hint and Second chance. When the crew reaches its weekly goal, a crew bonus turns on for everyone (Rain delay, Mulch, Bagger, Head start). Everything resets on Monday. The card shows how many levels you have unlocked and what the next one brings, and each game's start card lists its upgrades. A score made with an upgrade carries a small lightning bolt on the board, so everyone can see which is which.

Each wave is harder. Up to wave 7 the markers fall faster; after that the speed holds, and they zigzag wider and quicker instead. From wave 3 they drop amber water back at the sprinkler, a little more often each wave: a drop that hits it costs a life, and the sprinkler blinks for a moment while it can't be hit again. Later waves score more for each marker.

On a phone: put a finger anywhere on the screen and slide it left or right; the sprinkler glides after it and stays where it is when you lift your finger. You can aim with one finger and hold Hold to boost with another. The map does not scroll or zoom while you play. If the phone locks or you switch apps, the game pauses and carries on where it was when you come back. When the game ends, the card offers Play again and Back to work.

Break time opens when your work for the day is done: your lines of Today's list (the ones assigned to you or that you took) and any nobody is on are ticked, or, if none of it is yours, the whole list. It also opens when your shift on the schedule is over, so work nobody could finish never keeps you out. Until then the Break time card shows how much is left, and G or the five taps say what's left with a See Today button. When you tick the last one, a message says Break time is open, with Play. With no list sent, it is open. The manager can choose Anytime instead, under Manager settings > Site.

G again, Esc, or the X puts the app back exactly as it was. The game only looks at the map; it never marks, moves or changes anything. The manager can turn it off for the whole site under Manager settings > Site.

The crew's high scores are on the Today page, in the Break time card at the bottom: the top three, and your own place if you are further down. Your score goes on the board when you beat your own best, and a new crew record says so when the game ends. The play button on the card starts a game, and leaving it brings you back to Today. The manager can clear the board with Clear scores on the card itself, to start a new season, or under Manager settings > Site, next to the switch. Either asks first.

Feature use

To keep the app simple, it counts which of its features are used, so the ones nobody uses can be improved or taken out. It counts only: how many times each feature is used on a site each day, and by how many people, as anonymous codes, never names. Nothing written, marked or photographed is included, and the counts can only be read by the app's author. A manager can switch it off under Manager settings > Site.

The shed computer (shared by the crew)

For crew members without a phone, the manager can set up a computer or tablet in the shed that everyone uses. Between people it shows a board: who is in right now (from Schedule), everyone else, and for each person how much is still to do and how much is new. Tap your name and Your work opens with your assignments; opening it tells the manager you have seen them, the same as on a phone. Anything you mark is recorded as you.

Tap Done when you finish. If you walk away, it warns you for 15 seconds and then signs you out after two minutes without a touch, so the next person cannot mark work as you. Just look at the map opens the map without signing in; Manager unlocks with the manager PIN, which is never remembered on that computer.

To set it up, unlock Manager settings on that computer and tick Settings > This phone > Shed computer; only a manager can turn it off. A kiosk can instead start at the site's address with &shed=1 on the end. For a computer nobody can close, use Chrome's kiosk mode on Windows, open the installed app full screen on a Mac, or Guided Access on an iPad.

The shed computer is never registered for notifications, since it is nobody's phone: crew without phones are told by email or text (Crew and access, More next to their name, Where their notices go), and by the board when they walk in. To stop anyone marking work as someone else, tick Crew and access > Ask for a 4-digit PIN at the shed; each person chooses theirs the first time, and Reset their shed PIN is under More next to their name.

Crew schedule, in the left bar, is the whiteboard grid: the term in the corner, the days across the top, everyone down the side, and the hours each person is at the shed. Tap My hours to enter or change your own week (one box per day, written the way the whiteboard does: 8-12, 9:30-3, or 9-11:30, 1-3:30; blank means not in).

The manager can enter or change anyone's. The grid opens sorted By hour: whoever starts earliest on the day in focus, which is today when anyone is in, otherwise the next day someone is. The chip names that day ("By hour (Tue)") and its column is shaded; tap another day's heading to sort by that day, or By name for alphabetical; today's column is shaded and the people in right now are highlighted, so a glance answers "who is here this afternoon?".

On a computer the panel widens so the whole week fits without scrolling sideways; on a tablet the grid tightens; on a phone it shows one day at a time (tap a day chip), with everyone listed by start time and the people in right now highlighted. The manager renames the term by tapping it (Fall, Winter, Spring, Summer) and can remove a row for someone who has left.

Instructions

Instructions in the left bar shows notes from the manager. A red dot on the button means there are new instructions for you; it goes away once you open the panel. Instructions can be for the whole crew or just for you.

Progress, notifications, surveysWhat Progress shows, what you get told about, survey questions

Feedback

Feedback, in the left bar, is the quickest way to tell the app's author what you think: choose Something's wrong, An idea, or Something good, tap a star rating, write a sentence or two, add a screenshot or photo if it helps show the problem (up to two), Send. Your name, the site, the app version, and where you were in the app go with it, so a problem report arrives with its context. It is read by the person who builds the app, not by your manager, and it is separate from the manager's surveys.

The stars are required: they say how important the problem or idea is to you (Minor, Small, Moderate, Important, Urgent), or for Something good, how much you like it (It's okay to Love it). Send turns on once you pick one. The author uses them to decide what to fix first.

Progress

Progress, under Home in the left rail, is a side panel that sums up the whole site for everyone on the crew. The tiles at the top count what is to do, what is due within a day, what is done, and open problems. By task shows the same for Trees, Bushes, Lawn, Leaves, Snow, and Trash with a progress bar; Go switches the map to that task.

By zone lists every zone with its to-do and done counts, how many things have never been marked, the longest anything there has waited, and its open problems; tap a zone to open it. Waiting longest lists the trees and areas that have gone the longest since they were last marked done, overdue ones first.

Open problems lists every unfixed report; Go jumps to its pin. Leaves and Snow only count while their season switch is on. This crew version shows no names.

Notifications

The manager, or anyone the manager chooses, can be told when work is marked done, when a problem is reported, or when one is fixed, by push notification on their phone, by email, or both. Each person sets up their own channels under Settings > My notifications: Notify me on this phone asks for permission and registers that phone (do this on the phone you carry; on an iPhone the app must be installed to the home screen first), and My email takes the address to send to.

A crew member with a smartwatch and no phone: the watch has its own number and can be texted. Under Crew and access, the menu beside their name has Where their notices go, with three routes. Through their carrier is free and needs nothing set up: the app sends an email to the carrier’s gateway and it arrives as a text. Carriers filter those gateways, so test it on one watch before a crew depends on it. Through the site’s SMS service is a real text message and needs Twilio set up once for the project (see SETUP.md); it costs about a cent a message. An ordinary email address is the same as before. Whichever you choose, the address or number is stored where no phone can read it back — only the app’s own server sees it.

Texts are kept short, because a watch shows a line or two: the headline, the detail, and the link. The daily summary is sent as one line with a link rather than the whole list.

What each person hears about is a rule the manager writes under Crew and access > Notifications: who, which events, the whole site or only certain zones or tasks or only the work assigned to that person, and whether it arrives right away or as one daily summary at the chosen time. Delegating is just a rule: give Marc Zone 4 in Assignments, then add "Marc, work marked done, only his assignments, daily summary." Nobody is told about their own actions right away.

Three more events can go in a rule: Sprinklers fixed (every time a sprinkler head or irrigation zone is marked done, with its controller and station if the marker carries them), Survey answers (each answer as it comes in, with the stars and the text), and Work coming due, which lists in the daily summary what became due again that day because its mark ran out, so a person knows what is waiting.

Some notices need no rule because they are personal: when the manager assigns someone a category, a zone, or particular markers, that person is told right away; when instructions are posted, the people they are for (or everyone) are told; and when a survey is sent, its audience is told. Those go to whoever has push or email set up under My notifications.

Sending needs the small notification function set up once per site (SETUP.md); until it is, the settings save but nothing is sent, and the status line says so.

Surveys

Now and then the app may ask you a short question from the manager: a star rating, a written answer, or both. It appears when you open the app or after you mark something done, never while you are drawing or in the middle of something else, and never more than once every few days. Send, Later (asks again in three days), or No thanks (that question will not come back). Your name goes with your answer so the manager can follow up.

For the manager

Manager quick startHanding out work from your phone, in five steps

You never need to open a zone for this

Everything below happens on the home map. Unlock Manager settings once with the PIN and tick Keep me unlocked so it stays that way on your phone.

1. See what is done and what is not

Tap All in the left bar (or one task, like Trees). The whole campus shows every marker: filled orange means done, with the date and initials; outlined means not done yet. Tap Progress for the numbers: what is to do, by zone and by task, and what has waited longest.

2. Give work to one or several people

On the home map, tap All or the task you want. Tap Assign work at the top of the map. Tap every marker or red problem pin you want done, in any zone; each one lights up yellow and the bar counts them (tap one again to remove it). Tap Assign to..., tick one or more names, Save, then Done. The list opens with whoever already has all of them ticked, so to take someone off, untick them and Save. Each person is notified on their phone right away if they turned notifications on, and the work shows under Your work when they open Instructions, with a Go button to each zone.

3. Give instructions to go with it

Tap Instructions in the left bar and scroll to the bottom. Type the note, choose who it is for (or everyone), attach a how-to video if there is one for the job, and Post. They get a notification, and the note stays in their Instructions.

4. Know when it is done

The marker turns orange on the home map with the date and their initials the moment they mark it. To be told, set up one rule once: Manager settings > Crew and access > Notifications > Add a rule: you, Work marked done, Right away (or Daily summary for one message at the end of the day). Save.

5. Someone did the work but did not mark it

On the home map, tap the outlined marker, pick their name, Mark done. For several at once, use Assign work, tap them, then Mark done as... Tapped the wrong one? Tap it again and choose Clear.

When you are in a meeting: leads, and tool requests

Make your senior crew members leads (Manager settings > Crew and access, More next to their name, Make a lead) and they can write and add to Today's list while you are away; you are told about every change. When the crew need a tool the shed does not have, or report one that is broken, it lands on your Today page under For you; tap it to answer, and they are told. A machine reported Don't use it is greyed out on the crew's tool sheet until you mark it fixed.

Other ways to assign, when they fit better

A whole category to one person for good: Manager settings > Crew and access > Assignments (all trash cans to one person, say). A whole zone to one person: press and hold the zone on the home map, then Assign people to that zone. One marker: press and hold it, Assign people. Inside a zone, for detailed work: Edit this zone, Select area, drag a box, Assign. The standing assignments stay until changed; Assign work is for today's list. Both show under the person's Your work.

Manager settings and accessPIN, staying unlocked, the settings drawers, join codes, other sites

For the manager

Buttons and fields throughout the app follow Material Design: filled buttons are the main action, outlined ones are secondary, plain text buttons are minor actions, and fields show their name inside the box until you start typing.

Staying unlocked (manager)

When you enter the manager PIN, tick Keep me unlocked on this phone. After that the app opens already unlocked on that phone: the quick menu, the editors, the Crew overview, and Manager settings are ready as soon as it loads. Lock manager settings turns this off again, and changing the PIN locks every remembered phone. Only tick it on your own phone.

Manager settings are behind a PIN. There you can set how many days each kind of mark lasts (trees, bushes, lawn, leaves, snow, trash), turn leaf season and snow season on or off, add or remove crew members, change the PIN, see History (who did what and when), and Export or Import the trees and areas as a file.

Manager settings

Manager settings are grouped in drawers: Plan, Left bar (what is always shown, the headings, which heading each button lives under, and their order, for every phone; Reset to default puts it all back), Site, Crew and access, Tasks and seasons, Drawing, Live map, Progress, History, and Data.

Tap a drawer's title to open or close it; each phone remembers which drawers you left open. The line under each title says what is inside. The Progress panel is arranged the same way: the count tiles stay at the top and By task, By zone, Waiting longest, and Open problems are drawers whose supporting line shows the current numbers.

Plans: Free, Pro, Campus

Groundskeeping is free for a small crew, paid per site beyond that, and available to an institution with many crews as one Organization plan (every site under one admin, quoted and invoiced yearly; ask through Feedback or the app's author). Free includes the map with the site's own pictures, marking work done, problems with photos, instructions, Your work, the crew Progress panel, mower areas, and offline use, for up to 5 crew members and 6 zones.

Pro ($19 per site per month) removes those limits and adds the live map with any tile source and live zone pages, the working area, push and email notifications, the manager dashboard, History, and export. Campus ($49) adds surveys, whole-zone assignments, and running several sites. Every new site starts with a 30-day Campus trial with no card.

Manager settings > Plan shows the site's plan and days left, lets the manager choose a plan (checkout is handled by Stripe; the app never sees card numbers), and manage or cancel a subscription. Tapping something the plan does not include explains what it needs. Some sites are complimentary: full access arranged with the author, shown as such in Plan.

Admin: what an organization is

A crew is a site: one map, one manager, one PIN, one join code. A large institution runs many crews, and an organization groups them so one admin can see all of them. Nothing changes for the crews; each manager runs their own site exactly as before. The admin does not use a PIN and is not a member of any crew; the admin's phone holds an organization key instead.

Admin: getting set up

The app's author creates the organization and gives you its key (a long string of letters and numbers). On your phone, open the app, go to Settings, and tap the version line at the very bottom five times. Paste the key. From then on Manager settings has an Organization drawer on that phone; the key stays on the phone until you tap Forget key.

To add a crew to the organization, the crew's manager creates their site as usual (or the author creates it) and the author assigns it to the organization; it appears in your drawer on the next Refresh. Only the author can create organizations or move crews between them.

Admin: reading the dashboard

Org pulse, at the top, counts the whole organization: crews, people on all the crews, work marked done in the last seven days, markers currently overdue (past the days their task allows), and open problem reports. Crew health lists every crew. The colored dot is when the crew last marked anything: green within a week, gold within two weeks, red longer than that or never.

The small bars are the crew's completions in each of the last four weeks, so a healthy crew shows a steady row and a fading one trails off. The line under the name gives people, markers, done this week, overdue, open problems, and the last activity date. Needs attention lists crews that have gone quiet for two weeks or have half or more of their markers overdue, which is where to start a conversation.

Compare draws done-this-week and overdue as bars per crew so the outliers stand out at a glance. Refresh reloads everything; the counts are read live from each crew's own data, so there is nothing for crews to fill in.

Admin: people and removing someone

Tap a crew to open its people: every phone that has joined the crew, the name that phone is signed in as, and when it was last seen. Remove unjoins that phone from the crew and changes the crew's join code at the same time, so the person cannot rejoin with the old link; the crew's manager will find the new code under Site access and can share it with the crew again.

Use Remove for a phone that should no longer have access (someone who left, a lost phone, misuse); it does not delete anything the person marked. A manager who needs a person removed from their own crew asks the admin, or changes the join code themselves and tells the rest of the crew.

Site access and join codes

Each site's shared data can only be read or changed by phones that have joined it. A phone joins once, with the site's join code: open the join link the manager sends (it contains the code), or enter the code when the app asks, or tap Join this site in Settings. After that the phone stays joined. A link copied from a crew member's name (More next to the name, Copy their join message) also signs that phone in as them, as soon as the site's crew list has arrived; until then Today says it is getting the crew's names.

The manager sees the code under Manager settings > Site access, can copy a join link to send to crew phones, and can make a new code at any time; phones that already joined stay joined, only new phones need the new code. When the access rules are first turned on for an existing site, the first manager-unlocked phone to open it sets the site's code automatically and shows it there. A new site created from the app gets its own code, shown when it is created.

Phones on this site: removing one

Crew and access lists every phone and computer that has joined, under Phones on this site. It sits in a drawer that says how many phones and how many people, so it stays out of the way until you open it. There is one row per person: their name, the device and when it was last seen, with This phone and Manager marked. Somebody with several phones is one row that opens to show each one. More next to a phone has Remove access. You can also start from their name in the crew list: More, Remove their phone's access.

Phones nobody has used for a month can go in one tap, with Tidy up at the bottom of the list. Those are only cleared from the list, not barred: the same person can join again from the join link, and the join code does not change. That is the one to use after testing, or at the end of a season.

A removed phone loses access at once. It can no longer see or change anything, it cannot join again even with the join link, and its notifications stop. The app on it clears what it had saved from the site and says it was removed. Everything the phone did stays in History. Leave "Also make a new join code" ticked so an old link someone kept stops working; send the new join message to anyone who still needs to join. Removed phones are listed below the others, and Allow back lets one join again.

Removing a phone and making a new join code need a phone unlocked with the manager PIN and a connection. Remove from the crew only takes a name off the list; it does not remove the phone.

Setting up a new site

A brand-new site opens with a checklist: name the site, add the picture of the grounds, line it up with the world, draw the first zone, add the crew, and share the join link. Each step opens the tool it needs and returns to the list, and the list shows how far along you are; stop whenever you like and pick it up later from Manager settings > Site > Set up this site.

A first site takes about fifteen minutes with a picture ready; importing outlines from a GIS file makes the zone step almost instant.

Share a progress page

Manager settings > Progress > Share a progress page creates a link anyone can open in a browser: what is done, what is due, and what the numbers say, with no names, nothing that can change anything, and no way back into the app. Its chart offers the same bars, donut and line as Progress, and the line has the same Week, Month, Year and All time chips.

Use it for a director who wants a weekly look, a client, or someone you are showing the app to. Copy link gives you the address; Turn it off stops it working at once, and creating a new link afterwards gives a different address.

Sites (manager)

The app can run more than one site (a campus, a park, a city's grounds) from the same install. Each site has its own name, home map, zones, trees and areas, crew, PIN, and settings, kept apart in the shared database and on the phone. Manager settings > Site shows the site this phone is on.

Site name changes the heading everywhere. Use a picture points the home map at an overview picture in the img folder (it measures the picture for you; georeference it afterwards); Use the live map only makes the live map the home map instead, from a center and a width in meters. Zones lists every zone: rename it, change its tint, give it a zoomed-in picture (or none, in which case its page is the live map), or delete it once it is empty; Add zone creates a new one as a box in the middle of the home map, which you then shape with Edit zones.

Switch site opens another site by id on this phone; New site creates one (id, name, center, width), with the manager PIN 1234, no pictures, and the same tile source as this site, so the first thing to do there is change the PIN and add zones. Any phone can open a site with ?site=id at the end of the address, and remembers it.

Drawing and editingTrees, areas, trash, points, sizes, selection, the quick menu, colors, starting over

Drawing trees and areas

Open a zone, then tap Edit this zone. Choose Tree, Bush bed, Lawn area, Leaf area, or Snow area. A tree is one tap. An area is drawn point by point. Snow areas work exactly like lawn and leaf areas: walks, steps, and lots the crew clears after a storm.

Equipment: vehicles, tools, and shops

Equipment is the category for what the crew maintains rather than mows: the shops and sheds (drawn as areas), and the vehicles, power equipment, and hand tools (round markers placed by the shed or wherever they live). What makes it different is the checklist. In a marker's Details the manager gives it a name (Dump truck, Shop A, Blower 3) and a kind; the kind fills in the standard checklist (a shop: clean and free of hazards; hand tools: clean and free of debris; power equipment: clean, and operates safely with no unresolved issues; a vehicle: clean, and operates safely and reliably with no unresolved mechanical or safety issues), which the manager can edit line by line.

When a crew member taps the marker, the checklist opens: tick an item and it records the date and who, and the manager is told ("Marc checked Vehicle is clean on Dump truck"). The marker turns orange when every item is ticked, and the items come due again on the Equipment cycle (7 days by default). Hover or press the marker on the home map to see how many items are ticked.

Surfaces

Surfaces is the category for hard ground the crew blows and sweeps: sidewalks, plazas, curbs, roads, parking lots, and fixed things like benches and pavilion tables. Draw them as areas, point by point around whatever shape they have (rounded points help on curved walks; Tap to trace can outline a plaza from the imagery); a bench or a table can also be a round marker.

They mark, assign, take details and photos, expire (7 days by default under Tasks and seasons), notify, and stack like every other category, and Surfaces has its own outline and done colors under Colors.

Trees: the inventory fields

A tree's Details carry a small inventory: species (the list learns the names you use), trunk diameter at chest height in inches, condition (good, fair, poor, dead or dying), and the year planted. They appear in notifications and History with the tree, and Import outlines fills them from a GIS layer's attributes when the layer has fields like SPECIES, DBH, or CONDITION.

ArcGIS (manager)

Manager settings > Site > ArcGIS connects the institution's GIS. With the GIS office, add a layer per category: the feature layer address, what it becomes (lawns, trees, beds, and so on), an optional filter, and optionally the field names the GIS keeps for last-done date and who did it. Paste the key or token they issue (it stays on the manager's phone; nothing about it is shared with the crew).

Test reads the layer's details to confirm the address and key work. Pull from ArcGIS brings the layer's shapes onto the map as editable markers, matched by their GIS id so pulling again updates rather than duplicates. Push completions writes each marked item's last-done date and person into the fields named. Nothing happens until a layer is added, so the section can sit ready until the GIS office is available.

Hours (manager)

Manager settings > Progress > Hours turns on an optional prompt: after a mow day or a checklist is finished, or after anything is marked done, a small dialog asks how long it took with quick minute choices (Skip is always there). The manager dashboard then has an Hours drawer with this week's minutes by person and by task, for labor reports. It is off unless the manager turns it on.

Sprinklers and linked apps (manager)

Sprinklers is a built-in category: round markers for heads and valves (each shows the sprinkler glyph inside its circle, so it is told apart from a tree at a glance; trash cans show the trash glyph the same way), drawn areas for irrigation zones, its own days between checks, and everything the other categories have (marking, assignment, Progress, notifications, stack order, colors).

Any marker can carry a note, a YouTube link or any https link (a YouTube video plays right in the dialog; other links open in a new tab), and up to two photos: press and hold it (or right-click, or select it in Edit this zone and tap Details) and add them; they help the manager see what is wrong with that item, and the note rides along in problem reports and notifications.

Sprinkler markers have more: the sprinkler type (Rain Bird 5000, MP Rotator, Falcon, and so on) and, once the type is chosen, the head or nozzle it takes, so whoever is sent to fix it grabs the right part from the shed; plus a name, a controller, a station or zone number, and a reference in the irrigation app.

The manager keeps the list of types and heads under Site > Sprinkler types (Add a head from the details dialog works too), and Look up heads with AI fills in a type's heads from the manufacturer's range. All of it rides along in reports and notifications: in the Progress lists, in problem reports ("Sprinkler head, Controller B, station 12"), and in notifications, so the person assigned to fix it knows exactly which station to run in the irrigation app.

Under Manager settings > Site > Linked app, the manager names that app (WeatherTRAK, say) and gives the link that opens it; the details dialog then shows an Open button. To bring in the pins a crew has already placed in another app, export them as KML or GeoJSON and use Import outlines, choosing Sprinklers for points.

Trash (manager)

Trash has two kinds of marker: Trash can, a round marker you tap into place like a tree, and Trash area, an outline you draw around a spot that is not a single can (a corner that collects litter, a row of cans, a dumpster pad). Both live on the Trash layer, are marked done the same way, expire after the number of days set under Tasks and seasons (1 by default, every day), show in Progress, and can be assigned.

To assign trash cans to a person, select the can(s) in Edit this zone and tap Assign, or set Trash cans under Assignments to give every can to someone. To assign a whole zone, press and hold the zone on the home map (or empty ground inside the zone) and choose Assign people to that zone; those people then own everything in the zone, on every task, and see it under Your work.

Fixing a tree or area that is already drawn

In Edit this zone, tap any tree or area to select it. A selected tree can be dragged to a new spot. A selected area shows point handles: drag the middle to move it, drag a point to reshape it, tap a small dot on an edge to add a point, or tap a point and Remove point. With an area selected, the Bush bed / Lawn / Leaf / Snow buttons change what kind of area it is.

Delete removes the selected tree or area (and its marks) for everyone. Tap empty ground to deselect. Nothing is deleted by tapping a shape, so stray taps are safe.

Fixing a point while drawing

Put a point in the wrong spot? Tap Undo point in the bar to remove the last one (tap again to go back further), press Cmd+Z, Ctrl+Z, or Backspace on a computer, or press and hold the point and choose Remove this point; then keep drawing. Cancel shape throws the whole unfinished shape away.

Once a shape is closed, select it and drag any point to fine-tune it; tap a point and press Delete or Backspace on a computer to remove it (the same as Remove point), on zone outlines and mower areas too.

Managers can also work on one point directly: right-click it (or press and hold on a phone). On a point of the shape you are drawing, the menu offers Remove this point, Make rounded or Make sharp, Close shape, and Cancel shape. On a point of a selected shape it offers Remove point and Make rounded or Make sharp; on a small edge dot it offers Add point here. This works in every editor: zone areas, mower areas, home-map adjustments, and zone outlines.

Sharp and rounded points

While drawing an area, a quick tap makes a sharp point. Press and hold for about half a second to make a rounded point: the outline curves smoothly through it instead of making a point. Mix both kinds in one shape. For a curved edge, use two or three rounded points spread along the curve. Tap the first point again to close the shape.

Marker size: Bigger and Smaller (manager)

Photos are not all the same scale, so a tree marker that looked right in one zone could look huge in another. New tree and trash-can markers are now sized in real meters when the map is georeferenced (a tree about 2.5 m across, a can about 1 m), so they match from zone to zone. To adjust any marker or area, select it in Edit this zone and tap Bigger or Smaller in the bar; each tap changes the size by about 15%, areas grow or shrink around their middle, and with several selected they all change together.

Selecting several at once (manager)

In Edit this zone you can work on many trees and areas together. On a computer, shift-click (or ctrl / cmd-click) each one to add it to the selection, or hold shift and drag a box around them. On a phone, tap Select more so every tap adds or removes, or tap Select area and drag a box; tap Select area again to stop.

The title shows how many are selected. Drag any selected shape and they all move together; Delete, Bush bed / Lawn / Leaf / Snow, Rider / 48 / 12, and Assign apply to every one of them. Move to zone sends the selection (or one selected tree or area) to another zone: it keeps its marks and lands at the same spot on the home map, so this is how to fix something drawn in the wrong zone.

Reshaping points is one shape at a time; select just one to see its handles. Clear selection or a tap on empty ground starts over.

Duplicating an area (manager)

To split a lawn between two mowers, or reuse a shape you have already traced, right-click or press and hold an area on a zone map, or a mower area on the home map, and choose Duplicate. A copy appears a little down and to the right, already selected in the editor, so you can drag its points into place.

The copy starts with no mower, no assignees, and no link to any other shape: tap Rider, 48, or 12 to give it one. A duplicated mower area keeps the same mower until you change it.

The quick menu (manager)

Once Manager settings are unlocked, you can change most things right on the map without opening a panel. On a computer, right-click a tree, area, or mower area; on a phone, press and hold it. A menu opens with Assign people, Change kind... and Copy to another kind..., the mower for a lawn (Rider, 48, 12), Copy to mower area or Copy to lawn, Duplicate, Move or reshape (which opens the editor with that shape selected), Report a problem here, and Delete.

Right-click or press and hold on empty ground for Report a problem here and the editors. Tap anywhere else to close the menu.

Categories: making the app fit your grounds (manager)

The tasks in the left bar are categories, and every site can change them. Manager settings > Categories lists the built-ins that came with this kind of site and any you add. Hide a built-in you never do and it leaves the bar, Progress, and the drawing tools; rename one ("Hedges" instead of "Bushes"); or Add a category with a short name, an icon from the set or one you upload, round markers, drawn areas, or both, the days a mark lasts, the size of its round markers in meters, and its outline and done-tint colors.

Suggest with AI takes a sentence about the grounds ("a cemetery with headstone rows, hedges, and gravel paths", "a golf course", "a city park with playgrounds and ball fields") and proposes categories; tick the ones that fit and Add. A custom category works exactly like a built-in one everywhere: marking, assignments, Progress, notifications, surveys, the stack order, and Left bar ordering.

Delete removes a category only when nothing is drawn in it; hide it instead to keep the markers. Suggest with AI is part of the Pro plan.

Your own icons: in Add a category or Edit, tap Upload under Icon and choose an SVG (from Figma or Illustrator; best), a PNG, or a JPG. The app makes it one colour, drops a full-size background frame, keeps white parts as holes, and fits the drawing to the same size and centre as the built-in icons, so it sits in the left bar like the rest. The window shows how it will look, both as a button and as the current tab, before you Save.

Any other button in the left bar (Area, All, Zones, Progress, Instructions, Help, and the rest) can take a different icon too: Manager settings > Left bar, More next to it, Change icon, then pick one or Upload. Original icon puts the built-in one back. Uploaded icons belong to the site, so every phone gets them.

How the manager PIN is kept

The manager PIN is stored scrambled on the server, where no phone can read it, not even a manager's. The app checks it there each time you unlock. After eight wrong tries from one phone, it waits 15 minutes before checking again. A phone that is kept unlocked stays a manager's for up to six months; one that is not, for the working day; the shed computer, for half an hour.

When you change the PIN, every other manager phone has to enter the new one. If the site still uses the starting PIN, 1234, the app asks you to choose your own the first time you unlock.

Forgetting the manager PIN

The PIN prompt has “Forgot the PIN?” underneath it. It emails a six-digit reset code to the manager's address on file — never to whoever asked, and never to the crew. Enter the code, choose a new PIN, and you are unlocked. The code works for 30 minutes. The app says the same thing whether or not anyone could be written to, so asking tells you nothing you did not already know.

Every code is recorded in the history, so a manager sees that one was sent. One site can ask once every five minutes. If the manager has no email on file, nothing is sent: set one under Settings > This phone first, or change the PIN from a phone that is still unlocked.

Where your email address is kept

An email address you give the app is stored where no phone can read it — not another crew member’s, not the manager’s, not your own after you close the app. Only the part of the app that sends the mail can read it, and that runs on a server rather than on anybody’s phone. The site’s settings record only that you have one on file.

That means nobody can correct your address for you. If it is wrong, type the new one on your own phone under Settings > This phone and it replaces the old one.

Seeing the numbers as a chart

At the top of Progress, buttons choose how the numbers are drawn: bars, a donut, a line over time, or “Where we are”, which shows the whole site as two bars. A second row picks what they are grouped by — task, zone or person. On the line, a row of chips chooses how far back to look: a week, a month, a year, or all time.

The chart picks sensible steps for each, so a year is drawn by month and all time by year. Tap the lit chip again to go back to the last two weeks. Every choice is remembered on this phone.

Starting a new season: Manager settings > Progress > Season. Pick the day the season started, or tap Start the season today. From then on the findings, the Over time chart, By person, Hours, History and the shared progress page count only work from that day, and the top of Progress says so.

The map does not change: what is done is still done and what is due is still due. Nothing is deleted. Clear brings every earlier mark back into the reports. When the next season begins, tap Start a new season today, then change the date if it began on another day: the app keeps a list of every season's start, and changing the date field only corrects the current one.

History has a Download CSV button for the dates chosen, oldest first, with the season each row belongs to as the first column; the survey export has the same column. You can set a date ahead of time; until that day the findings stay empty.

Finding something in the history (manager)

Search the history sits above the dates. Type a word and the list narrows to the entries containing it: a name, a zone, a task, what was written on a problem. It matches the line as you see it, so anything on screen can be searched for.

It searches the entries the dates have loaded, not the whole record. The count says how many of those matched, and if nothing does, the app says to try a wider range. Pick a longer range with the chips or the dates and search again.

Giving a problem to someone (manager)

A manager can assign a problem while reporting it: Assign people sits in the report dialog, and whoever is chosen is told once you tap Report. Cancelling the report leaves nothing behind. Or tap a problem pin to open it, and the manager sees Assign people there — the same dialog as assigning a marker, instructions included. More than one person can be given the same problem. The pin’s menu then shows who has it.

An assigned problem appears under Your work for that person and counts on the number beside Instructions, the same as any other work waiting on them. Nothing needs clearing afterwards: marking a problem fixed removes the problem, and the assignment goes with it. That is why a problem has no schedule like a lawn or a tree — it is done once, not due again.

Reporting a problem from where you are standing

The report dialog itself has “Use my location instead”, so the place belongs to the report rather than to which menu entry you tapped. Change your mind after opening it, or after adding a photo, without starting again. A photo never sets the place: cameras do not reliably hand a web page their location, so the app asks the phone instead.

Press and hold the map and the menu offers “Report a problem where I am” as well as “Report a problem here”. The first asks your phone where it is and puts the pin there; your phone will ask permission the first time, and the app only asks at the moment you use it.

Treat the pin as a good guess. The map positions are a few metres out and a phone is a few more, worse beside a building, so check it and drag it if it is not right. The app tells you how accurate your phone thinks it was. If you are away from the site, or the site has no map positions set, the app says so and you press the map instead.

Instructions with an assignment (manager)

When you assign a marker to someone, “+ Add instructions” at the bottom of the dialog opens a box for what they need to do. It is saved with the assignment when you tap Save, so you cannot end up with a note and no assignment or the other way round.

The person gets one message, not two: the note is part of the assignment notification. It also appears under Instructions and in Your work, and it stops showing once that piece of work is marked done, because a note like “before the game” is about this job rather than about the trash can forever. Instructions sent on their own are unchanged and stay until a manager removes them.

Floors, states, scores and door codes

A floor is a place in its own right: its own plan picture, its own page, its own progress, its own entry in the left bar. Pasting a list with “Floor 2” in it makes that floor and puts its rooms there. A building is not flat, so floors cannot share one picture.

A room is not done or not done. Tap it and choose what it is: needs cleaning, cleaned, inspected, occupied, or out of order. The room takes that colour on the plan, so a supervisor reads a floor at a glance. Choosing Inspected asks for a score out of a hundred and says which band it falls in.

Under Set up this site > Rooms, “Copy the code links” gives a line per room for a QR sheet. A sticker by the door opens the app at that room with its states ready to tap, so nobody has to find it on a plan. The room’s own name is its code.

Rooms, before there is a floor plan

On a housekeeping site the rooms come first, because rooms have names before anyone opens the app. Under Set up this site > Rooms, paste them one per line — or two columns from a spreadsheet, room then floor, or a line like “Floor 2” to start a floor — and each becomes an outline on the map with its name on it and the cleaning checklist attached.

They sit in a grid until you drag them into place on a floor plan; dragging one places it. A room already there by name is updated, not doubled.

Rooms in the left bar lists them by floor; tap a name and the map goes to the room and lights it up. Tap the room on the map to mark it, item by item. Everything that works for any other marker works for a room: assigning, notifications, undo, What is drawn, and the connections to other systems, which can send a building’s room list in the same way.

Less to set up

The app works out who the manager is: the first person to unlock manager settings on a site. From then on it sets that person’s notification rule — everything, right away — addresses the PIN reminder to them, and tells them when work they handed out has stalled. Nothing to configure; change any of it later under Crew and access.

Each crew member has their own join link, from the Link button beside their name under Crew and access. A phone that opens it arrives already knowing who it is, so the step where a phone had to choose a name — and could choose the wrong one — is gone for anyone who joins that way.

Notifications that keep working

A phone’s registration for notifications is checked every time the app opens or comes back to the front, and renewed if the phone has changed it — which phones do, quietly. A phone that has since blocked notifications for this site drops its registration, so the crew list says “no phone” rather than letting a manager believe it can be reached.

Ordinary marks are gathered up. Someone marking forty tree rings done in an afternoon sends the manager one message a few minutes later, not forty, saying how many and in which zones. Assignments, instructions, problems, fixes and mow days are still told straight away.

A manager with no rule in their name is told so under Crew and access > Notifications, with one tap that sets the sensible one: everything, right away. Until then they hear only about work they assigned.

Work that was assigned and not marked done within three days is reported to whoever assigned it, each morning it is still waiting, and again a week later. Beside a crew member’s name, “(tapped)” means they tapped the notification itself and “(seen)” means they opened Your work with it listed.

Tapping a notification

When work is assigned to you, opening the app takes you straight to it: the map goes to the marker, it pulses and then stays lit, and the manager’s instructions appear on it with a button to mark it done. The light stays until you tap the marker or tap somewhere else, so a small thing like a sprinkler head is still findable a minute later.

That happens whether you tapped the notification or opened the app yourself, and it happens once per assignment — opening the app later for something else will not throw it at you again.

If a notification arrives while you already have the app open, a message appears at the bottom with a Show me button that goes to the same place a tap would have. It stays until you use it or dismiss it.

Knowing there is something waiting for you

The Instructions item in the left bar carries a number: how many things assigned to you are due this week. Work that has been due for longer than a week is left out, because by then a manager has usually given it to someone else, and a number that means “there is something waiting” is more use than one that means “you are behind”.

Work that has never been done counts however long it has been there. It is not a count of messages you have not read — it counts work, so looking at it does not clear it. Finishing the work does. If a notification came through while your phone was locked and you never saw it, the number is still there when you open the app.

Tap Instructions and Your work lists what is waiting, with the zone and the task. The small dot on the same item still means there are instructions you have not read.

Knowing it arrived, and knowing it got done

Handing work to someone is told to them without any rule being set. Hearing that it got done is the other half: when work that was assigned is marked done, or a problem that was assigned is fixed, whoever assigned it is told directly, whatever their rules say. A manager does not have to configure their way to finding out that the thing they asked for happened.

Whether the person has seen it is recorded too. When someone opens Your work and an assignment is on the list in front of them, it is marked seen, and the manager sees “(seen)” beside their name on the marker and on the problem. That is what it means — seen in the app — not proof the notification arrived, and not proof they read it word for word. But it is something where before there was nothing.

A notice that reached nobody at all — no phone registered and no email on file — is written into the history as “could not reach”, next to the thing that should have reached them, and the crew list says which phones are registered. Silence used to be the only sign.

Being told about your own work

Work assigned to you, an instruction sent to you, and a survey sent to you are told to you straight away, whatever else the rules say. They are about you, so a rule limiting someone to certain zones or tasks does not stop them being told they have been given work somewhere else, and neither does the daily summary setting.

A manager can switch them off for someone with the first box in that person’s rule, under Tell them about. Someone with no rule at all still gets them, which is why a new crew member hears about their first assignment without anyone setting anything up.

Keeping the app up to date on your phone

The app updates itself. Every time you open it with a connection, and whenever you come back to it after it has been in the background, it checks what is deployed and loads it, so there is nothing to install and no update to accept. If you are in the middle of something, it waits until you are finished and then loads.

Adding a site to a home screen: open the site’s own address, the one with ?site= in it, and add that page to the home screen. The icon opens that site and carries its name, so a phone can hold two sites as two icons. Before v3.105 every icon opened the first site, because the app told the phone one starting address for all of them.

One catch on a home-screen app: tapping the icon often wakes the app that is already running rather than starting it fresh, and an app that is only ever woken never goes looking. So the app checks for a new version whenever you open it or come back to it, and loads the new one straight away — unless you are drawing or have something open, in which case it waits and tells you.

If you want to check by hand, Settings > This phone has "Check for a new version", and the version this phone is running is at the bottom of Settings.

If it ever looks wrong or out of date, close it all the way and open it again. Do not delete the icon from your home screen and add it back: that counts as a fresh install, and your phone forgets that it was allowed to send you notifications. You would have to be asked again, and until then you would stop being told about work assigned to you.

Settings on your own phone

A phone that has not said who it is stays nobody until someone chooses. I am opens on “Choose your name” rather than on the first person in the crew list, and until it is answered the email field is turned off and nothing can be marked done. Everything a phone records — work marked, an email saved, a notification rule — is filed under the name showing there, so a name nobody chose is worse than no name at all.

Everything that belongs to your handset sits under This phone: who you are, the language, whether this phone is notified and at which email, and whether outlines are drawn. It is called This phone rather than anything about you because these follow the handset, not the person — pick up a shared phone and you will need to set who you are before you can mark work done. The drawer opens by itself until that is answered.

Search the settings sits at the top and covers everything you can see, including the manager settings once they are unlocked.

Finding things in Manager settings

Manager settings open under four headings rather than one long list. Everyday holds the crew, assignments, and how often each task comes round. Reports is what has been done, by whom, and what the crew said. Set up this site is the work of setting a site up in the first place — the picture, the zones, the categories and their standards, the live map, the left bar — which is usually done once and often done for you before you ever open the app. Account is the plan and any other sites.

Long lists in the settings sit behind a line you tap to open: the colors, the stack order, the zones, the sprinkler types, who takes what, the linked app, the zone zoom, and in the author drawer the sites, the organizations and the crew list. Nothing is hidden from you; a drawer that was ten screens of scrolling on a phone is now one or two, and what you open stays open until you close the panel.

Each phone remembers which headings and drawers you left open. If you are not sure which heading something is under, type a word into Search the settings at the top: the drawers that match open, along with the heading they sit in, and everything else is hidden until you clear it.

What this site is: profiles (manager)

One app covers work that is done outside on grounds and work that is done inside a building. Manager settings > Site > What this site is chooses which, and that choice decides three things at once: the words on screen, which categories the site starts with, and which features the site has at all.

An indoor site works from a floor plan rather than a satellite picture, so it has no live map, no georeference, no mower areas, no mow days, and no GIS link, and its left bar never shows them. Changing the choice later keeps everything already marked, drawn, and assigned; only the wording and the list of features change, and the app reloads once to rebuild the left bar.

Sites of both kinds can sit in one organization, and the same person can be on a crew at each. Each site is billed as a site, whichever kind it is.

What is drawn (manager)

Set up this site > What is drawn counts everything on the map: zones down the side, kinds across the top, with a total for each. It is a count of what exists, not of work done — Progress is the one for that.

It is most useful straight after setting a site up, when the question is whether anything was missed. It also shows up something the map cannot: a shape drawn as the wrong kind looks perfectly normal out there, and here it is a count sitting in the wrong column.

Tap any count and the app goes to the home map and lights those shapes up for a few seconds. If the map is bigger than the window it slides so they sit where you can see them and the settings stay open; if the whole site already fits on screen there is nothing to slide, so the settings step aside for the few seconds of the flash and come back by themselves.

If that kind was filtered out of the map, the filter is switched to it first and the app says so — flashing nothing, or drawing shapes the left bar says are hidden, would both be worse than changing the filter openly.

"Show me this one": the magenta light

Tapping a notification about work assigned to you, or Go next to it in Instructions, takes you to the map and lights that marker magenta: it pulses for a moment and then stays lit. The light now survives everything you do to look at it — pinching, double tapping, the wheel, panning, opening the zone, coming back to the home map — so you can zoom right in without losing which one it was.

While anything is lit, a small bar sits above the map saying what is being shown, with Clear on it. The light goes out when you mark that marker done, when you tap Clear, or when you ask the app to show you something else. After the first pulse the rest of your unfinished work lights up too, so you can see your whole day at once.

Taking one thing back

Deleting, merging, splitting, changing what kind of area something is, and moving something to another zone all put an Undo button in the edit bar, saying what it will take back. It is one step, not a history: undo once and the button goes. It clears when you leave Edit this zone, so nothing old is waiting there the next time.

These five are covered because they are the ones you cannot simply redo by hand — a deleted outline is a traced shape gone. Drawing, dragging and reshaping are not covered: those you can put back by dragging again.

Merging and splitting outlines (manager)

Two outlines that should have been one are joined with Merge. In Edit this zone, select the outlines — shift-click them, or tap Select more and tap each one — and tap Merge. They have to be the same kind, and on a zone page without the live map they have to be drawn on the same picture of the zone; if either is not true the app says so when you tap Merge.

They also have to overlap. The app joins them along their outside edge, and the largest one keeps its mark, its assignment, and any note on it. Outlines that do not overlap are left alone and the app says how many, because joining them would mean inventing ground between them: drag one onto the other first, then merge.

One outline is cut in two with Split. Select it, tap Split, then tap the outline where the cut starts, tap inside to bend the cut, and tap the outline again to finish. The larger piece keeps the mark and the assignment; the smaller one becomes a new outline of the same kind and comes back selected, ready to assign. Tap Split again to stop without cutting.

When a mow day comes due again

A mow day comes due on its own day. Mow Monday’s area and it is due again on a Monday, never mid-week, however the lawn duration is set. With the usual seven days that is the following Monday. When the cadence lands mid-week, as it does at ten days or after a day was mowed late, the app takes the nearest Monday to it — which may be a few days either side, never more than three. The lawns inside a mow day follow their day, so an area and its pieces always clear together.

Nothing is cleared because a new week began. Grass grows from when it was cut, not from Sunday night: if rain pushes Monday’s mowing to Wednesday, the app counts from Wednesday and brings it due on a Monday once the cadence has passed. Everything outside mow days — trees, beds, trash, surfaces — has a cadence rather than a day, and comes due a set number of days after it was done.

The day work was done, and the day it was written down

A mark counts from the day the work was done, not the day somebody typed it in. The two are usually the same. They are not when a mow day is marked late: if nobody marked Monday on Monday and a manager marks it on Tuesday, the mark still belongs to Monday and still clears the following Monday.

The app works that out from the mow day’s own weekday and says so when it does, as long as the day was recent; a day marked up a week later is recorded as today, because by then it is anyone’s guess.

Nothing else in the app has a weekday to work from — a tree has a cadence, not a day — so every other marker is recorded as done today. When that is wrong, open the marker and choose “Done on another day”, pick the day from the list, and the mark counts from then. Tapping a marker is unchanged: it stays one tap.

Clearing a mow day clears every lawn done in its zones, including pieces a crew member marked by hand, because the day’s mowing is one piece of work.

Import outlines (manager)

Drawing every lawn and bed by hand is the slow part of setting up a site, and most institutions already have the outlines: a campus GIS office keeps layers of lawns, tree points, and beds, and anyone can draw shapes in Google Earth or Google My Maps and export them. Manager settings > Drawing > Import GeoJSON or KML takes such a file.

Choose which category polygons become (a lawn, a bed, a custom area) and which category points become (trees, cans), and every shape lands exactly through the georeference as an editable area or marker in whatever zone it falls in; shapes outside the working area are skipped. Simplify outlines trims points that are closer than about half a meter so imported shapes stay light. The home map must be georeferenced first. After an import, open a zone's live page to check and adjust.

Tap to trace (manager)

For outlines nobody has drawn yet, Tap to trace draws one from the imagery: in Edit this zone, pick Trace, then tap inside a lawn or bed on a live zone page; the app sends the imagery around your tap to a segmentation service and the outline comes back as a selected shape you can adjust, in the category you pick.

The service is the manager's choice under Drawing > Tap to trace: Groundskeeping's own service (set up by the author) or any endpoint that takes an image and a point and returns an outline, so a site can use whichever tool it trusts. A chat AI cannot draw precise outlines; segmentation models can, and this is where they fit. Tap to trace is part of the Pro plan and needs the live map on the page you trace on.

Stack order

When markers overlap, the order they are stacked decides which one is on top and gets the tap. Out of the box: trees, then trash cans, bush beds, trash areas, leaf areas, snow areas, and lawns at the bottom, so a tree inside a lawn is always tappable. Manager settings > Drawing > Stack order lets the manager move any task up or down; Reset order restores the default. The order applies on the home map and on zone pages, whatever tasks are showing.

Colors

Each kind of area has its own dotted outline so the crew can tell them apart at a glance. To start: trees white, bush beds amber, lawn areas green, leaf areas orange, snow areas light blue. If a color is hard to see against the map, the manager can change it in Settings > Colors: tap a swatch to open the phone's color picker.

You can recolor the outlines, the done marks, the three mower areas (the dots in the Lawn list follow), the problem pins, and each of the 10 zone tints. Colors are shared, so every phone shows the same ones. Reset to defaults puts the original colors back.

If the drawing toolbar is in the way, tap the small arrow on it to fold it down to a thin strip; tap the strip to open it again.

Starting over (manager)

Manager settings > Data has two ways to clear the drawing for every zone at once: Delete all areas removes every bush bed, lawn, leaf, and snow area in every zone but keeps the trees; Delete all areas and trees removes everything. Delete all mower areas clears the mower map (lawn areas made from mower areas stay, without the link).

All of them act on every phone, take the marks with them, and ask you to type DELETE. Zone outlines, home positions, and the georeference are not touched. Export first if there is any chance you will want the old shapes back; Import brings them back. To clear one zone only, open it, Edit this zone, Select area around everything, Delete.

Zones and the home mapOutlines, lining up zones, live zone pages, the working area

Changing the zone outlines

The zone's number sits in the open middle of its shape on its own; drag it anywhere you like while editing zones, and if it ends up outside the zone (after a reshape, say) it returns to the middle. Press and hold a zone and choose Centre the number to put it back deliberately.

Edit zones in Manager settings lets you reshape or move any of the 10 zones on the home map. Tap a zone to select it, then drag points, drag the middle, add points on the edge dots, or remove a point. Rounded points show as open circles (white center, yellow ring) and sharp points as solid yellow, both while drawing and later when a shape is selected for editing, so you can see which is which.

Tap a point and then Make rounded to curve the outline through it, or Make sharp to turn a corner there (the same choice is in the point's quick menu). Reset zone restores the original. A zone's outline only decides which zoomed-in map opens; if a zone needs to cover ground that is not in its picture, it needs a new satellite image.

Lining up a zone on the home map

Set home position: open a zone, then drag the ghost picture over the matching buildings on the home map and use Bigger and Smaller until it fits. Finished-work dots and shapes for that zone will follow it. Do this first; it fixes every area in the zone at once.

The home map learns from your adjustments

Each tree or area you move on the home map teaches the app how that zone's picture really lines up with the home map. After you fix one, everything else in that zone shifts to match. After two, the app also corrects the scale and any tilt. After three or more spread across the zone, it fits the whole zone as closely as it can.

So pick a few landmarks spread across the zone (a tree in each point, say), drag those into place, and most of the rest will land close on their own. Anything still off can be fine-tuned individually.

Moving a single tree or area on the home map

If one tree, bed, or lawn still does not sit in the right place on the home map, use Adjust on home map in Manager settings. Every tree and area for the current task appears on the home map. Tap a tree dot and drag it to where the tree really is. Tap an area to select it, then drag the middle to move it, drag a point to reshape it, tap a small dot on an edge to add a point, or tap a point and Remove point.

This only changes how it looks on the home map, not on the zone page. The new position is saved and shared with every phone. Reset area puts it back.

Drawing on a live zone page (manager)

Edit this zone works the same on a live zone page: add trees, draw areas, drag and reshape them, pick a mower. The difference is where the result is stored. Anything drawn, moved, or reshaped on a live page is saved as its exact position on the home map, so it lands there in exactly the right place, and it also becomes a control point that improves how that zone's picture lines up for phones still using the pictures.

Trees and areas that were originally drawn on a picture appear on the live page where the picture fit puts them; if one is off, drag it into place once and it is exact from then on. The picture view keeps showing everything, positioned through the fit, so it will be close but not always perfect; the live view and the home map are always exact with each other. Problems reported on a live page are pinned by their exact position too.

Working area: extending the map (manager)

A site's working area starts as its home picture. When the work reaches beyond it, for example snow clearing on lots the picture does not cover, Manager settings > Site > Extend the working area grows the map: enter how many meters to add above, below, left, and right of the picture (the home map must be georeferenced first).

Nothing already drawn moves. The picture stays where it is, the live map fills the new margin, and phones still on the pictures see a plain background there with the shapes drawn on it. Then Add zone and Edit zones to place zones in the new area, or drag an existing zone's points outward; zones out there are live zone pages.

Back to the picture shrinks the working area again without deleting anything (zones outside would simply be off screen until you extend again).

Mower areasMower map, lawns to mower areas and back, leaf areas

Removing a mower area

A lawn's mower area (the Rider, 48, or 12 shape on the home map) is a separate shape linked to the lawn. When you delete a lawn, or change it into a bush bed or another kind of area, the app asks whether to remove its mower area too; Keep it leaves the mower shape on the home map as an unlinked mower area.

To remove a mower area on its own: on the home map with Lawn showing, press and hold inside the mower shape (or right-click it) and choose Delete, or Manager settings > Drawing > Mower areas > Edit mower areas, tap it, Delete. Delete all mower areas under Data clears the whole mower map.

Mow days (manager)

Manager settings > Drawing > Mow days. Add a mow day (or Add Monday to Thursday for four at once), pick its weekday, tap the zones mowed that day (this is how zones are merged: a mow day is simply a set of zones), tap the people who mow that day, and choose a color. Zone 1 can belong to two days if it is mowed twice a week.

A mow day starts by drawing its zones' outlines. When that is not quite right (a strip of Zone 1 is really mowed on Thursday, or the crew splits a big zone across two days), tap Edit outlines on the map (also in the mow day's press-and-hold menu). The day becomes pieces you can reshape: tap a piece, drag its points, tap the small dots on an edge to add points, Remove point or Make rounded as with zones.

Split cuts a piece in two: tap the outline where the cut starts, tap inside to bend the cut if needed, tap the outline again to finish, then choose which day the new piece belongs to (the same day, or another). Move to day hands a whole piece to another day; Delete piece removes one; Reset to zones puts the day back to its zones' outlines.

Lawns count as done with a day when they sit inside its pieces. Assigning people here, or from the mow day's press-and-hold menu on the map, notifies them; they see the day under Your work. When anyone taps a mow day done, managers with a "Work marked done" rule are told, and it appears in the daily summary as "mowing day".

Changing the mower areas

With Lawn selected, Manager settings has Edit mower areas. On the home map, tap an area to select it, then drag the middle to move it, drag a point to reshape it, tap a small dot on an edge to add a point, or Remove point. To add a new area, tap Rider, 48, or 12 in the toolbar, tap its points on the map, and tap the first point again to close it. Delete area removes the selected one. Changes are shared with every phone.

Turning lawns into mower areas

If the lawns are already drawn on the zone maps, you do not need to redraw them as mower areas. In Edit this zone, select a lawn area and tap Rider, 48, or 12 in the toolbar. A matching mower area appears on the home map in that mower's color, made from the lawn's own outline. Tap a different mower later to recolor it.

If you reshape the lawn, its mower area follows. Copy lawn areas to mower areas in Manager settings does the same in one go for every lawn that already has a mower chosen.

Turning mower areas into lawns the crew can mark

Mower areas are colored guides; the crew marks work on lawn areas. Once the mower areas look right, use Copy mower areas to lawn areas in Manager settings (with Lawn selected). Each mower area becomes a lawn area in its zone, drawn with the green dotted outline like every other lawn area, and fills in with the date and initials when a crew member taps it.

Its orange done-shape lands exactly on the colored mower area on the home map. Areas already copied are skipped, so you can run it again after drawing new mower areas. In the mower editor, Copy to lawn does the same for just the selected area. If you later reshape a mower area, adjust its lawn area too (or delete the lawn area and copy again).

Change or copy a marker or area into another kind

Anything drawn can become another kind without redrawing it: a surface can become a leaf area, a bush bed, or a lawn; a trash can can become a sprinkler head; a round marker can become an area and an area a marker. Press and hold it (right-click on a computer) and choose Change kind... or Copy to another kind.... The same window opens either way, with Change it or Keep it, add a copy at the top, then every category with its marker and area kinds. Tap the kind you want.

Change it converts the original and keeps its marks, assignments, and details. Keep it, add a copy leaves the original alone and adds a new one of the chosen kind in the same place, unmarked and unassigned. A marker made into an area becomes a round area the size of the marker, ready to reshape; an area made into a marker sits at the middle of the area. Undo in the edit bar takes either back.

Several at once: in Edit this zone, Select area, drag a box or tap the items, then Change or copy... in the bar; or on the home map, Assign work, tap them, then press and hold one and choose Change or copy chosen. Everything of one kind: Manager settings > Drawing > Copy or change between categories, choose From and To, then Copy them or Change them (that zone from a zone page, the whole site from the home map).

Copy lawn areas to leaf areas

Lawns usually need both mowing and leaf pickup. Draw them once as lawn areas, then use this button in Manager settings to make matching leaf areas.

Live map setupGeoreferencing and tile sources

Georeferencing the home map (manager)

Georeferencing tells the app where the home map sits in the real world, so every tree, area, zone, and mower area can also be placed by latitude and longitude. Nothing changes for the crew; it prepares the live map layer for sites that want one. Home map > Manager settings > Georeference the home map.

Tap a spot on the map you can also find on Google Maps, such as a building corner or a crosswalk. In Google Maps, right-click that same spot (press and hold on a phone), tap the coordinates shown at the top of the menu to copy them, and paste them into the box. Two points are enough for a first fit; three or four spread out across the map are better, and each point then shows how far off it is in meters.

Tap a point to edit its coordinates or remove it; with a point selected, tapping elsewhere moves it. The status line under the button reports the number of points, the average error, and the map's center. The points are shared with every phone and are included in Export.

Naming places on the map (manager)

Open Labels in the left bar and choose Add a name. Type what the place is called, then tap the map where the name belongs; it appears at once, on every phone on the site. Names are per page: one added on the home map lives there, one added on a zone page lives on that zone page.

Tap a name to change it. How it is drawn has two settings: a label on a spot, which is a small filled pill for a shed, a gate or a door; and a name across an area, which is large white letters with a dark halo, the way a map writes the name of a quad, a field or a lot. Size is small, medium or large, in screen size, so a name stays the same size however far you zoom. Show it is Always, When zoomed in a little, or Only up close, which is how a map with a hundred names stays readable: put the big places on Always and the small details on Only up close.

While the Labels list is open you can drag a name to nudge it; press and hold one (right-click on a computer) for the same options. Move puts it somewhere else entirely: tap Move, then tap where it belongs. Delete takes it off the map for everyone. Two names that would sit on top of each other are not both drawn: the larger, older one shows and the other waits until the map is zoomed in far enough to separate them.

Street names come from whoever is serving the imagery. With Google Map Tiles the app asks Google for a second, transparent layer of roads and names; with Esri or USGS it uses Esri's free reference layer. Either way the switch is per phone, so a crew member can have street names on while the manager has them off.

Setting up the live map (manager)

Two steps. First georeference the home map (the section above). Then Manager settings > Live map: pick a tile source and Save. Esri World Imagery and USGS Imagery need no account and cost nothing; Esri is usually sharper, USGS is public domain but coarser in most places. Google Map Tiles uses a site's own Google Maps Platform key: paste the key in the key field (with the Map Tiles API enabled on its project and the key restricted to the site's web address), and the app starts and renews Google's two-week session token itself; tiles are billed to that Google account, and, per Google's terms, are not saved for offline use.

The key can also be saved while the site source stays Esri or USGS: then Settings shows Prefer Google imagery on this phone, so the manager's phone gets Google's zoom-22 imagery for tracing while the crew's phones stay on the free source and generate no Google usage. On a live zone page in Edit this zone, the Sharper imagery button in the bar toggles the same switch.

Custom takes any other tile address that uses {z}, {x}, and {y}, so a site that already pays for Mapbox, or has a state imagery service such as Utah's UGRC, can paste that address (with its key) and a credit line. Closest zoom tells the app how far the tiles can zoom before they are stretched; 19 suits Esri, 16 USGS.

Turn on for every phone by default makes new phones start on the live map; each phone can still switch back in Settings. Save map tiles for offline downloads every tile covering the home map onto the phone you are holding, so the live map works with no signal; do it once on Wi-Fi on each crew phone that needs it. The status line tells you what is missing. The map's credit line is shown in the corner as the tile provider requires.

People, progress, and surveysAssignments, the crew overview, the manager dashboard, survey campaigns

Assign work from the home map (manager)

The fastest way to hand out work when you cannot be at the shed. On the home map, choose a task in the left bar (or All), then tap Assign work (the button at the top). Tap every marker or red problem pin you want done, in any zone; each one you tap is highlighted and the bar counts them. Tap Assign to..., pick one or more names, Save. The list opens with whoever already has every one of them ticked: untick a name and Save to take that person off, or untick everyone to leave nobody on them. If someone has some of them through a whole zone or a whole category, the dialog says so; that stays until you change it by holding the zone, or under Crew and access > Assignments.

Those people are notified right away if they have notifications on, and the work appears under Your work in their Instructions with a Go button to each zone. The same bar has Mark done as..., for crediting a crew member who did the work but did not mark it (problems are marked fixed from their own pin), and Clear to start over. Tap Done when finished.

Add instructions in the same dialog turns a note into part of the assignment. The person sees it under Instructions, and tapping the note (or its Go to it button) takes them to the marker, the markers, or the problem it is about. The note leaves Instructions by itself once the work is done, the problem is fixed, or they are no longer assigned to it.

Marking from the home map

With a task showing on the home map (All or any one task), every marker is visible at a glance: finished ones are filled in their task's orange tint, unfinished ones are outlined in their task's color. With a single task showing, each unfinished area also carries the task's glyph in the middle (the same glyph as on its drawing-tool button); on All the glyphs stay off so the map is not cluttered, and the colors tell the tasks apart.

Assignment badges stay off the home map so it stays readable; rest the mouse on any marker, mower area, or mow day for a moment (or hold a finger on it) and a pill shows who is assigned to it, with their badges and names; sweeping the mouse across the map shows nothing. The small person button at the top of the map turns hover pills off or on for this computer; with them off, press and hold still shows the pill.

A mow day's label shows only the day and whether it is done; who mows it is in the hover pill, one person per line. You can mark work done right here without opening a zone: tap an outlined marker and it is done, with today's date and your initials; tap a finished one to clear it if it was a mistake.

Press and hold a marker for its menu (mark or clear, its details, open the zone). Open a zone when you need the close-up, for example to find one head among many. The bare Home map (the Home button) stays free of markers.

Marking and assigning from the home map (manager)

A manager can work straight from here without opening zones. Tap an unfinished marker to mark it done: a small dialog asks who did the work (it remembers the last name you picked), so a crew member who forgot to mark something can be credited. Tap a finished marker to clear it, if it was a mistake.

Press and hold a marker (or right-click) for the menu: Mark done as..., Clear the mark, Assign people, or Open the zone. If a site would rather keep the home map to finished work only, Manager settings > Drawing > Home map turns the unfinished markers off.

Assigning with the schedule in view

Every Assign dialog shows each crew member's hours from the Crew schedule, so the manager picks someone who will actually be there. Chips across the top choose the day (today first); under each name the hours for that day appear ("8-12", "9-11:30, 1-3:30", or "not in"), people are listed with those in right now first, then by who starts earliest, and their whole week sits in small text beneath. Tick the people and Save as before.

Who is assigned to what

A small colored circle with someone's initials on the edge of a tree or area means that person is responsible for it. The manager sets this in Manager settings > Assignments, one choice per kind of work: trees, bush beds, lawn areas, leaf areas, snow areas, and each mower (Rider, 48, 12). A lawn with a mower chosen follows that mower's person.

Each crew member has their own circle color, set next to their name in the Crew members list. Assignments show on the zone maps and on the mower areas on the home map, and are shared with every phone.

To give one particular tree, bed, lawn, leaf, snow, trash, or mower area to specific people (one or several), select it in Edit this zone (or in Edit mower areas) and tap Assign. Tick the names and Save. Their circles line up along the edge of that area, next to the circle of whoever covers that kind of area in general. Untick everyone to go back to the general assignment.

Seeing everyone's work (manager)

With Manager settings unlocked, the Instructions panel adds a Crew overview: for each crew member, what they cover in general, each zone where they have work with to-do and done counts, and their mower areas, followed by anything not assigned to anyone. Tap a person's card to show only their work on the map (tap again to show everything); Go opens that zone.

Dashboard (manager version)

The same panel with names, for one-on-ones. It adds a By person drawer: for each crew member, marks recorded today and in the last seven days, how much of what is assigned to them is still to do, and when they last marked anything; tap a name to show only their work on the map. Waiting longest shows who last marked each item and when, each problem shows who reported it, and a Not assigned tile counts trees, areas, and mower areas nobody is responsible for.

Open it from Settings > Manager settings > Dashboard or from the Crew overview in Instructions; it asks for the manager PIN if the phone is locked.

Surveys (manager)

Manager settings > Surveys is where you write campaigns and read the answers. A campaign has a heading, a star question, a written question (either can be left off), who it is for (everyone or chosen people), when it appears (when you send it, on a date, or after a person has marked a certain number of things done), and whether it repeats.

New campaigns start as drafts; Send makes them live, Pause holds them, Close ends them. A site-wide setting keeps anyone from being asked more often than every few days, whatever the campaigns say. Tap a campaign for its results: average stars, how many were asked, answered, and skipped; a bar for each star; the average by week for repeating campaigns; topic chips found in the written answers (tap one to filter); and the answers themselves.

Export CSV saves a spreadsheet; Copy for AI puts the question and all the answers on the clipboard with a short prompt, ready to paste into Claude to group them into themes.

AuthorRunning Groundskeeping as its author: keys, plans, feedback, issues, organizations, deploys

Author: what this section is

This section shows only on a phone that holds the author key, alongside the Author drawer in Manager settings. It covers what the author of the app does that no manager or organization admin can: setting plans, reading feedback from every site, tracking issues, creating organizations, and deploying new versions.

Author: the key

The author key is a long phrase stored once as the AUTHOR_KEY secret on the Cloud Functions (firebase functions:secrets:set AUTHOR_KEY from the hh-cloud folder). On a phone, tap the version line at the foot of Settings five times and paste it; the Author drawer and this help section appear on that phone only.

Forget key on this phone removes it. An organization admin key pasted the same way unlocks the Organization drawer instead; a phone can hold both.

Author: sites and plans

The Author drawer lists every site with its plan, trial days, crew size, zones, markers, last activity, and organization. Tap a site to set Free, Trial (with days), Pro, Campus, or Complimentary (full access, never charged), add a note, and choose its organization. Plans are per site: Free (5 crew, 6 zones, pictures only), Pro (no limits, live map, notifications, dashboard, AI), Campus (Pro plus surveys, zone assignments, many sites).

New sites start on a 30-day Campus trial; the default site in firebase-config is Complimentary until changed. Prices and module lists live in TIERS and MODULES in app.js and in the Plans help entry; Stripe products must match them.

Author: feedback inbox and issues

Every Feedback note from every site lands in the inbox with its kind, stars, text, pictures, sender, site, app version, and where in the app they were. Make an issue turns it into a tracked item (title and detail prefilled, P2 if they called it a problem) and clears it from the inbox; Dismiss clears it without tracking.

New feedback alerts: save an email and a mobile number and every piece of feedback, from any site, is sent to you the moment it arrives, with its stars, kind, sender, site and words; Send a test tries it. Set it in each product's app, since each has its own feedback. What users rate charts all feedback by the stars people gave it, split into Problems, Ideas, Good and Other; chips choose the time span, which stars and which kinds show; tap a column to list what was said, with Make an issue on each. An issue made from feedback starts at the priority the stars say (5 stars P1, 4 P2, 3 P3, 1 or 2 P4) and keeps the user's stars beside your priority on the list.

Issues carry priority P1 (crew cannot work) to P4 (idea or polish) and status New, Planned, In progress, Tested, Done, Won’t fix. Tested means the fix is in a build and has been tried but the issue is not closed, so it still counts as open. The chips filter by status, and Open is simply everything that is not Done or Won’t fix.

Every issue ever made is kept, closed ones included; Open is only what the panel starts on, and All shows the lot. Under the chips, the same three pictures as the dashboard: Bars, Donut and Over time, grouped by status, priority or where the issue came from, each slice with its share of the whole; Over time counts the issues raised each month over the last year.

The choice is remembered on this phone. New issue records something you found yourself. Issues live in the author's own collection; nothing goes back to the sender.

Author: organizations

New organization creates one with an id and a name and generates its admin key, shown once and readable again from its card. Set a site's organization in its plan dialog. Give the admin key to the person who oversees the crews; on their phone it unlocks the Organization drawer (crew health, people, removals). Only the author creates organizations and moves sites between them.

Author: keys and services on the functions

Secrets on the Cloud Functions (set with firebase functions:secrets:set, then firebase deploy --only functions): RESEND_API_KEY for email, AUTHOR_KEY, ANTHROPIC_API_KEY for Suggest with AI and head lookups, STRIPE_SECRET_KEY and STRIPE_WEBHOOK_SECRET once payments are set up, TRACE_KEY with TRACE_ENDPOINT in .env for tap-to-trace.

When a deploy asks for a secret you do not have yet, type unset; the code treats that as not configured. SETUP.md in the hh folder has every step, including the Firestore rules to publish.

Author: deploying a version

Each version ships as a zip with hh (the app) and hh-cloud (the functions). Publish any rules change from SETUP.md, upload hh to Cloudflare Pages on the production branch, and when hh-cloud changed run cd functions && npm install && cd .. then firebase deploy --only functions from hh-cloud.

Before packaging, three checks run: dev/smoke.js, dev/spacing-check.js, and dev/a11y-check.js; the README's standing rules say what every change must satisfy (Material Design 3, WCAG 2.2 AA, responsiveness, Help kept current). If a phone shows an old version after a deploy, check that the upload went to production, not a preview.

About and copyrightWho made Groundskeeping and how it may be used

Copyright notice

Groundskeeping is an original work of authorship. The source code, user interface design, map and zone model, task and marking system, and all associated documentation are protected by copyright. No part of this software may be reproduced, distributed, or transmitted in any form or by any means without the prior written permission of the copyright holder, except as permitted by applicable copyright law.

Satellite imagery is provided by the tile source the site's manager has chosen (Esri, USGS, Google, or another provider) and remains the property of that provider, whose credit line appears on the live map. Map rendering uses MapLibre GL JS, an open-source library used under its own license (see vendor/maplibre-gl-LICENSE.txt).

For licensing inquiries, contact Robert Spencer at remspencer.design.

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