Owners, managers and volunteers
Three roles that cover most organizations out of the box, and individual permissions underneath when yours does not fit the usual shape.
Crew and costs
Hours attached to the work, not to a memory of it
Volunteer hours are what a grant report is made of, and reconstructing them in January is how organizations undercount by half. Logged from the field against the item they were spent on, they add themselves up.
Your team
Everybody in, without everybody able to do everything
A volunteer who files good maintenance items should not also be able to publish your website or change your billing.
Invited by email
Send an invitation, they set a password, they are in. No shared login and no spreadsheet of who has access.
Sensitive things are gated separately
Costs, billing, approving expenses and lending a trail to an outside business are each their own decision rather than riding along with being able to edit a trail.
More than one organization
Somebody who volunteers for a club and also runs a building business gets two separate workspaces under one login, and a switcher between them.
What gets recorded
From an afternoon on the trail to a line in a report
Each of these is filed where the work happened, by the person who did it, on the day.
01
Hours, against the item
Log time on the maintenance item, the structure or the project it was spent on — from the field app, offline, while it is still true. Paid and volunteer time are distinguished, because a funder asks about them separately.
02
Expenses, with the receipt
Photograph the receipt at the counter and file it against the job. It queues if there is no signal, and goes to somebody for approval rather than straight into a total.
03
Materials, from a shared shelf
Tools, lumber and hardware in one catalog the whole crew can read — counted in the shed on a phone, not on a clipboard that stays there. The section below is the whole of it.
04
And the job compares itself
Estimated against actual, per job — so the next quote is built on what the last one really cost rather than on what it was supposed to.
The shed
Two questions a crew asks every week
How much 2x4 is left at the east trailhead, and who has the chainsaw. Both are answerable in one place, from the shop or from the trail, and neither is a text message to whoever went out last.
Counted per shed, not per organization
Lumber, gravel, fasteners and flagging carry a quantity at each shed, trailer, cache and trailhead you keep them in. A total across four sheds does not answer whether you can start on Saturday. The count at the one you are driving to does.
Equipment goes out in somebody's name
A chainsaw or an ATV is checked out to a person, with where it went and what for. Anyone on the team can see it is gone and who has it, and every trip stays as history on the item.
It tells you before you run out
Set a threshold on anything you count and managers get a push the moment a count crosses below it — on the crossing, not on every count after, so a stocktake does not become an evening of notifications.
Stock reserved against the work it is for
Link an item to a maintenance task or a project with a planned quantity, and once that work is in progress the stock reads as reserved rather than available. Five shovels with two spoken for show as three.
And it works in the shed with no signal
Counts, moving stock between locations, editing an item and its photo all queue offline and upload themselves later — which is the state most sheds are in.
The bridge calculator reads it
Lumber carries its real dimensions, so a bridge design can be matched against what is already on the racks before anybody prices a delivery.
What comes out
The numbers a board or a funder asks for
All of it derived from records somebody already made, which is the only kind of reporting that stays accurate.
A period report
Hours, items opened and closed, conditions changed and work done over any stretch of time, per network or across the whole organization.
CSV and PDF, everywhere
Every list that matters exports both — one to work with, one to attach to an application.
Per person and per trail
Who put in the time and where it went, so recognition and planning both come off the same record.
In the documentation
How this works, in detail
Step-by-step guides for setting each of these up.
Count this season properly
Invite your crew on the free plan and start logging hours against the work instead of after it.