Subtrak helps construction companies document their processes, organize SOPs, and share operational knowledge with their teams.

This guide will walk you through the main areas of the app and the best steps to take when getting started.

When you first log into Subtrak, the Getting started section is a great place to begin.

Here you’ll find quick links to help you take the first steps in building your playbook, including:

If you would like help setting up Subtrak with your team, we recommend scheduling an onboarding session. These sessions are about an hour long and can walk you and your team through how to get the most out of the platform.

Before building your playbook, it’s a good idea to review your company settings.

To do this, go to Admin settings in the main navigation.

Across the top of the Admin settings page you will see several tabs, including:

Most of this information is entered when you first sign up for Subtrak, but you can update it here at any time.

This is also where you can:

Setting up these categories first helps keep your documentation organized as you begin creating SOPs and processes.

💡 If you’re unsure what to add in these settings right away, don’t worry—you can update or add project types, departments, and roles at any time as your playbook evolves.

Once your settings are ready, the next step is inviting your team.

To invite team members:

Subtrak has three access levels:

Administrator

Editor

Viewer

Inviting your team early allows them to start contributing to documentation and using your playbook.

Subtrak organizes documentation using two main concepts:

An SOP (Standard Operating Procedure) explains how to complete a specific task.

A process is a collection of SOPs that work together to complete a larger objective.

If you’re new to these concepts, read:

Processes vs. SOPs: How Subtrak Organizes Your Playbook

This article explains how these two pieces work together to structure your company’s playbook.

The SOPs section is where you store instructions for completing specific tasks in your business.

SOPs can include:

These instructions help ensure tasks are performed consistently by anyone responsible for that role.

SOPs can exist on their own or be organized inside a larger process.

The Processes section is where you organize SOPs into larger workflows.

A process represents a series of tasks that work together to achieve a larger outcome.

Examples of common construction processes include:

If you’re ready to start building your first process, see:

How to Document Your First Process

This guide walks you through creating a process step-by-step.

The Projects section is where you can store information related to specific jobs.

Within a project you can:

Projects are useful when you want to apply a standard process to a job but still allow project-specific adjustments.

You can also share project information through links or QR codes, making it easy to access documentation from the field.

Under the Organization section of the navigation, you’ll find:

Policies are used for company-wide information such as:

Policies can be shared with your team through links or QR codes.

Job descriptions are automatically generated from the company roles you define in Admin Settings.

You can add more details about each role by:

This allows you to document responsibilities and expectations for each role in your company.

💡 By default, policies and job descriptions are viewable by all team members.

If you need help or want to share feedback, look for the Help & Feedback icon in the bottom-left corner of the app.

When you click it, you will see two options:

Get Support

This opens a chat window where you can message our customer success team and get help directly within the app.

Provide Feedback

This allows you to submit ideas, feature requests, or report anything that isn’t working as expected.

💡 Your thoughtful feedback greatly improves our app. We welcome both positive and constructive feedback and review all submissions carefully. Who knows, your great idea just mind find its way into the app!

To start building your company playbook, we recommend these next guides:

These articles will help you begin capturing your company’s knowledge and turning it into a structured playbook your team can use every day.