Everything you need to know before rolling out Toolbox

Work time is how long an employee is clocked in — from the moment they start their shift to when they finish. Project time is how long they actually spent on specific job sites. The two numbers are almost never identical, and that is by design. The gap covers travel between sites, lunch breaks, and any non-billable time during the shift. Work time feeds into payroll; project time feeds into customer billing. Both are accurate, and the difference between them is completely normal.

No. Toolbox uses geofences to detect when employees arrive at or leave a job site, then shows a reminder to clock in or out. The employee always confirms the action intentionally with a button in the notification or in the app. Time and location context are stored with the entry so office staff can review it later. There is no hidden automatic clocking and no live tracking.

A timesheet is a monthly summary of an employee's recorded work hours, generated automatically from their clock-in and clock-out records. At the end of each month, office staff review the timesheet, check for any missing or unusual entries, and then approve it. The approved timesheet can then be exported for your payroll system. Employees can see their own timesheets at any time, but only office users can approve them.

When a site activity is recorded, Toolbox looks at which project is linked to that address and whether the employee was scheduled for that project on that day. If the plan matches, the time is assigned to that project automatically. If someone visits a site that is not in their plan, Toolbox still tries to find an active project at that address and assigns it as a fallback. Office users can always reassign an entry manually if needed.

Contractor mode is a simplified workspace for smaller trade teams and owner-led companies. It focuses on the essentials: quick weekly project planning, clean time capture, and reduced setup overhead. You can enable it per tenant in settings, and owners can switch between classic and contractor view anytime.

No. Toolbox only records an entry when someone crosses a geofence you defined and only during scheduled working hours. We store the timestamp, address, and optional photo—nothing else. Outside those zones the app stays silent and staff retain full privacy.

Toolbox was designed alongside German works councils. You choose the exact sites that get geofences, every data access is logged, and exports are available at any time. We provide policy templates and documentation so your Betriebsrat can review what is captured and why.

All project, personnel, and location data lives on servers hosted in Germany. Everything is encrypted in transit and at rest, with sensitive fields (personal data, GPS coordinates, notes) additionally encrypted at the attribute level for full GDPR compliance.

Yes. You can trigger a full export (projects, times, zone activities, photos, contacts) at any time. After cancellation we keep the account frozen for 60 days so you can double-check or re-export, and then we permanently remove the data from our systems.

Foremen and crews simply install the Toolbox mobile app on their existing iOS or Android devices. The app works with spotty reception, captures photo evidence, triggers check-in/out reminders, and does not require NFC tags or additional hardware.

Toolbox includes simple photo and note checklists. When crews check in or out, the app prompts them to snap site photos, add notes, or flag follow-up tasks. Everything is automatically filed under the correct project, ready for customers or inspectors.

Most mid-sized contractors go live in under two weeks. We import your projects and crews, set up the first geofences with you, and train foremen via short remote sessions—no costly consultants required.

The planning board mirrors the wallboards your team already uses—drag a name onto a project, drop it on a day, done. It was built with field supervisors, not IT departments, so most foremen plan their first week within minutes.

Each address has its own radius (default 100 m, adjustable up to 100 km). An event is only triggered when the device actually crosses that boundary, preventing false positives. Project leads can receive push or email alerts in real time.

When someone leaves a site, the app nudges them to clock out and add notes. If a shift is closed late, Toolbox cross-checks the time against the last exit event so you can correct it instantly and keep payroll clean.

Yes. Time sheets, zone activities, and resource assignments can be exported as CSV/Excel, and secure JSON endpoints let payroll or ERP tools fetch the same data automatically. Many teams start with exports and integrate once processes are settled.

You can choose between per-seat billing at €10 per user each month or a flat €300 per month rate billed annually for unlimited crews and devices. Every plan can be cancelled with 30 days’ notice.

You get direct access to our founding team in German or English with same-day replies on weekdays. Quarterly success sessions ensure dashboards, geofences, and workflows stay aligned with your business.