Step 1: Understand the Structure of Subtrak
Subtrak is built around Workflows, Tasks, and Standard Operating Procedures (SOPs):
Workflows represent larger processes within your business. Examples include Sales, Closeout, Pre-Construction, or Safety Inspections. Workflows often involve multiple roles and handoffs between employees.
Tasks are individual actions that make up a workflow. Each task is typically completed by one person and may have steps for how to complete it, which are recorded in the SOPs.
SOPs provide detailed instructions, including an overview, step-by-step guidance, and any necessary attachments.
When deciding whether to create a workflow or a task, consider the following:
If it’s a repeatable, structured process that involves multiple team members, create a workflow.
If it’s a specific action that fits within an existing workflow, create a task.
Step 2: Customize Your Company Settings
Before adding workflows, configure your company settings to align with your business:
Company Information
Edit company details under Settings > Company Information.
Update your Company Name, Address, Number of Employees, and Trade.
Company Roles
Roles define who is responsible for each task.
Example roles: Project Manager, Estimator, Foreman, Crew Lead.
Adjust or create roles under Settings > Company Roles.
Departments
Departments help categorize workflows and tasks.
By default, Subtrak includes:
Bidding
Financial / Accounting
HR
Project Management
Quality Control
Safety
Sales
You can add custom departments under Settings > Departments.
Project Types
Think of project types as categories for the kinds of work your company does.
Subtrak defaults:
Commercial Buildouts
New Construction
Residential Renovation
Service
You can customize this list under Settings > Project Types.
Consider adding project types like Maintenance, Repair, Public Works, or Remodels if they are applicable to your business.
Step 3: Create a Workflow
A workflow is a repeatable process your team follows. To create one:
Go to Workflows and click Create Workflow.
Name the workflow (e.g., "Job Site Safety Inspection").
Add a Workflow Description to provide additional context.
Tag it to relevant Departments and Project Types.
Click Save to create the workflow.
💡 For more details on creating a workflow, refer to our help article on How to Create a Workflow.
Step 4: Add Tasks to Your Workflow
Tasks define the specific actions needed to complete a workflow. To add tasks:
Open a workflow and click Create New Task or Add Existing Task.
If creating a new task:
Name the task (e.g., "Check PPE Compliance").
Assign it to a Company Role.
Add a task overview, step-by-step instructions, and attachments.
Pro Tip: Use AI SOP Creation to generate a detailed Standard Operating Procedure. (See below)
If adding an existing task:
It will import a task that already exists elsewhere in Subtrak.
Any updates made to this task’s SOP will be reflected everywhere it is used.
Step 5: Use AI to Create SOPs
To quickly create detailed SOPs:
When Editing a task, click Apply AI in a task.
Type, paste, or use Speech-to-Text to input instructions into the prompt box.
Click Stop Recording and then Submit.
Subtrak will generate a structured SOP based on your input.
💡 For more details on using AI for SOP creation, refer to our help article on How to Use AI for SOP Creation.
Step 6: Create and Share Checklists
Turn any workflow into an actionable checklist:
Navigate to the workflow you want to use as a checklist.
Click Create Checklist.
The checklist is now available under the Checklists Tab.
Share the checklist via link or QR code with your team.
💡 For more details on how to use Checklists, refer to our help article on How to Create a Checklist.
Step 7: Upload and Share Documents
Centralize important company-wide documents in the Documents Tab:
Upload safety manuals, training materials, project templates, etc.
Share documents with your team to ensure access to critical information.
Practical Use Cases for Subtrak
Subtrak is designed to enhance your business in several key areas:
Training & Onboarding: Create workflows to train new hires, ensuring consistency in procedures.
Accountability: Assign tasks to specific roles and track their completion.
Project Management: Document step-by-step processes to streamline operations.
Quality Control: Standardize procedures to maintain high standards across all projects.
Safety Compliance: Ensure adherence to safety protocols with checklists and SOPs.
Need Help? We Offer Custom SOP Documentation Services!
If you need assistance creating custom SOPs and documentation tailored to your business, Subtrak Premier Implementation provides personalized consulting services to help you build a complete digital playbook for your operations. Let our experts document your processes so you can focus on running your business.
Schedule a demo to learn more about how we can support your success!
Welcome to Subtrak—let’s systemize your business and simplify your growth! 🚀