Setting Up Your Team Workspace

Roles & permissions

Four roles control what each person can do.

Role	What they can do	Typical use
Owner	Full access — billing, seats, all projects, all roles	The account holder (pays the subscription)
Admin	Invite & manage members, create and manage all projects, assign War Room work	Office manager, contract admin, senior PM
Member	Use all workspace tools, access projects they're added to, log materials, use Field HQ	Estimators, PMs, field foremen
Viewer	Read-only — view plans and War Room records they're added to, no editing	Owners, clients, inspectors

Key rule: Workspace membership does not automatically expose every job. Members only see projects they are explicitly added to. Owners and Admins see all projects automatically.

Inviting your team

Send invites from Team & Seats. Each person gets one email.

Log in as the Owner or Admin.
Click your profile avatar (top right) → Team & Seats.
Scroll to Add a workspace member.
Enter the person's email address and choose their role — Admin, Member, or Viewer.
Choose Company pays (uses one of your purchased seats) or User pays (they handle their own subscription).
Click Send invite email.

The invitee gets a branded email from hello@foremanai.co with an Accept Team Invite button. They click it, create a password if they're new, and they're on the workspace. No credit card, no trial — their seat is already covered.

Tip: Invite your office manager as Admin first. They can then invite the rest of the team and add foremen to specific jobs without needing you involved every time.

Adding people to a job

Project access is managed from inside each job's War Room.

Open any plan set and go to War Room (the command center icon in the left toolbar).
Click Team in the War Room module list.
Go to the People tab.
Click Add member — a picker shows everyone on your workspace.
Select the person and choose their project-level role.
They receive an email notification with a direct link to the job.

Remember: Only Members and Viewers need to be manually added to each job. Admins and Owners already see every job.

Once added, the job appears in that person's Blueprints Vault at foremanai.co/plans under the correct project folder. They see the plans, War Room, budget, materials log, and schedule — everything the project contains.

What members see

One project, shared across the whole team.

When a team member opens a project they're on, they see exactly what the owner sees for that job:

Plans — all uploaded plan sets (civil, arch, structural, MEP, etc.)
AI chat — full War Room AI, cross-plan questions, scope checks
Budget Builder — estimated costs and actuals (cost visibility can be restricted per person)
Materials log — every purchase, delivery, and receipt for the job
Schedule — tasks assigned to them show up in Field HQ under My Work
Field Updates — shared job wall for crew posts and photos

Members cannot see jobs they haven't been added to, billing, seat management, or other company settings.

Field HQ for foremen

Foremen get a mobile-first view built for the job site.

Field HQ is a lightweight mobile app at foremanai.co/field/<job-id>. Foremen don't need to navigate the full desktop interface — they tap the Field HQ button from the job and get a phone-optimized experience with four tabs:

My Work — schedule items assigned to them from the War Room schedule. Mark tasks complete with one tap.
Wall — the job's shared update feed. Post text updates and photos to the whole crew.
Plans — view any plan sheet fullscreen on their phone.
Buys — log material purchases. Snap a receipt photo, AI auto-fills the description and amount. Mark deliveries when they arrive.

Tip: Assign schedule tasks in War Room → Schedule and set the foreman as the responsible person. Those tasks then appear in their Field HQ My Work tab automatically.

Materials tracking

Log every purchase, track deliveries, and link to budget lines.

Materials are tracked per job and shared between Field HQ (mobile) and War Room (desktop). Every purchase logged by a foreman in the field shows up instantly in War Room, and vice versa.

Logging a purchase from the field

Open Field HQ → Buys tab → tap Log Purchase.
Tap Snap Receipt to photograph the receipt — AI reads it and fills in the vendor and amount automatically.
Confirm the details, optionally link to a budget line, and tap Save Purchase.

Marking a delivery

In the Log Purchase sheet, switch to Got Delivery mode.
Pick the open order that arrived from the list.
Optionally snap the delivery slip, then tap Mark as Delivered.

Viewing in War Room

From the desktop, open a job → War Room → Materials. All purchases appear in a table grouped by status (Pending, Ordered, In Transit, Delivered, Installed). You can add, edit, and manage receipts from here as well.

Link to budget: When logging a purchase, Foreman AI suggests matching budget line items. Linking a purchase feeds its cost into the Budget Builder as an actual cost, so you can track estimated vs. real spend automatically.

Budget: estimated vs actual

Track what you planned to spend against what you actually spent.

The Budget Builder has two cost columns for every line item:

Estimated cost — what you budgeted when you put the job together.
Actual cost — what was really spent, fed automatically from linked material purchases or entered manually.

The summary bar at the top of the budget shows:

Total cost — sum of all estimated line items
Actual spent — sum of actuals where you have real numbers
Variance (+/−) — over or under budget, only comparing lines that have actuals entered

Entering actuals manually

Click any budget line → edit the Actual cost field directly. The variance column updates instantly.

Feeding actuals from materials

When a material purchase is marked as Delivered and linked to a budget line, Foreman AI automatically posts the purchase total as the actual cost for that line. You don't have to enter it twice.

Visibility: Cost visibility (who can see budget numbers) is controlled per-project in War Room → Team → People → Cost Access tab.

Common questions

Quick answers.

Does every team member need their own Foreman AI subscription?: No. When you invite someone as a company-paid seat, your subscription covers them. They don't need a credit card or their own plan.
Can a foreman see the budget?: Only if you give them access. Budget visibility is controlled in War Room → Team → Cost Access. By default, Members see the budget. You can restrict it per person.
If a foreman logs a purchase in Field HQ, does the PM see it immediately?: Yes — the purchase posts to the same materials database the War Room reads from. It's live.
What if someone needs to be removed from a job?: War Room → Team → People → click the person → Remove from project. They immediately lose access to that job but remain on the workspace for other jobs.
Can members upload their own plans?: Yes. Members can upload plans and link them to any project they have access to. New plans default to the currently selected job in the upload dropdown.
Can members invite other people?: Only Owners and Admins can send workspace invites. Members cannot access Team & Seats.
How do I remove someone from the workspace entirely?: Team & Seats → Members → click the person's row → Revoke access. They're removed from all jobs and the workspace.