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Role Guide

Admin / Manager Guide

As an admin or manager, you have full access to every feature in Baulit. This guide walks you through the complete set of capabilities organized by workflow: from initial project setup through daily operations, reporting, and administration.

Admins and managers share nearly identical access. The only difference is that admins can manage billing and subscription settings, while managers cannot. Everything else described below applies to both roles.

Shared Capabilities: Full project access, all 8 tabs, AI features, reports, team management Admin Everything Manager can do, PLUS: • Manage billing & subscription • Manage company profile • Delete projects • Manage team roles & invites • Configure AI API key • Data backup & export Manager Core project management: • Create & edit projects • Manage tasks & budgets • Approve/reject change orders • Write daily logs • Run reports • Use all AI features

Setup: Creating and Configuring Projects

Creating a project

From the dashboard, click New Project to start a new build. Enter the project name, address, client name, and project type. You can start from a template to pre-populate your task list with phases, durations, and predecessor relationships, or start with a blank project and build the schedule manually.

After creation, you land on the project's Overview tab showing key metrics at a glance: progress percentage, budget status, upcoming tasks, and team summary.

Building your task list

Tasks are the core of every project. Add tasks one at a time by typing a name and pressing Enter, or add many at once using Browse Library to pull from templates. Organize tasks into phases by creating phase headers and dragging tasks underneath them.

For each task, set the duration in working days, assign a team member, and build predecessor relationships. Use the Dependency Wizard to connect tasks with Finish-to-Start dependencies. The wizard is the primary tool for building your schedule network.

Tip: Build your dependency network using the Dependency Wizard rather than typing predecessors manually. The wizard provides cycle detection, visual feedback, and network health monitoring that manual entry cannot match.

Inviting your team

Go to the Team tab to invite members to your project. Enter their email address and assign a role: Manager, Contractor, or Stakeholder. They receive an email invitation with a link to join.

Admin and manager seats are paid and count toward your tier's seat limit. Contractor and stakeholder seats are free and unlimited. Invite every sub and stakeholder without worrying about per-seat costs.

Daily Operations

Task management

Your daily workflow centers on keeping tasks current. From the task list you can add, edit, reorder, assign, and delete tasks. Click a task name to open the edit panel where you can modify every field. Press Cmd+S to save or Escape to close.

Use batch operations to select multiple tasks and apply bulk status changes, reassignments, or deletions in a single action.

Reviewing approvals

When contractors mark tasks as Pending Approval, those tasks appear on your dashboard with a yellow badge. Open each task, review the attached photos if any, and either approve (moves to Complete) or reject with a note explaining what needs to be fixed (moves back to In Progress).

Notification: The contractor receives an email when you approve or reject their work. If rejected, your note tells them exactly what to address before resubmitting.

Budget tracking

The Budget tab gives you full control over project finances. Add cost line items organized by category: Labor, Materials, Subcontractor, Equipment, Permits, and Other. Enter estimated costs upfront and update actual costs as invoices arrive.

Key metrics you can monitor:

Change order workflow

The Change Orders tab manages scope and cost changes throughout the project.

Create a change order. Enter the description, cost impact, and reason for the change. Attach supporting documents if needed.
Submit for review. Change the status to Submitted. This signals to other managers and the client that a change is pending approval.
Approve or reject. Review the cost impact and approve or reject the change order. Approved change orders automatically update the project budget.

Daily logs

Record what happened on site each day in the Daily Log tab. Enter weather conditions, crew counts, work performed, materials delivered, and any issues encountered. Daily logs create a permanent record invaluable for dispute resolution, draw requests, and project closeout.

With AI configured, use Daily Log Drafting to generate a draft log from bullet-point notes. Review, edit, and save the AI draft as your official record.

Schedule Management

Gantt chart and CPM

The Schedule tab displays your Gantt chart with task bars positioned by start and finish dates, dependency arrows between tasks, and critical path highlighting. The CPM engine calculates early start, early finish, late start, late finish, and total float for every task.

Use zoom controls to navigate from a full-project overview down to individual weeks. Click any task bar for a popover with quick actions including editing in the Dependency Wizard.

Dependency management

The Dependency Wizard is the primary tool for building and maintaining your task network. For short linear runs of 3-5 tasks, Link in Sequence provides a quick alternative.

Monitor your network health percentage in the banner above the Gantt chart. Aim for 80% or higher to ensure your critical path calculation is reliable. Network health measures the percentage of tasks that have both a duration and at least one dependency connection.

Reporting

The Reports tab gives you access to six report types covering every aspect of your portfolio:

Report What It Shows
Portfolio Cross-project summary with status, progress, budget health, and overdue tasks
Budget Summary Estimated vs. actual costs by category with variance analysis
Budget Detail Line-item breakdown of every cost entry with change order impact
Overdue Tasks All overdue and blocked tasks across projects with assignee and days overdue
Vendor Insurance Insurance expiration tracking for all vendors and subcontractors
Documentation Export Exportable project summary for lenders, inspectors, or your own records
Tip: Check the Portfolio Report weekly to spot projects falling behind or going over budget. Every number in the report is clickable and navigates directly to the relevant project or detail view.

Administration

Settings access

As an admin or manager, you have access to the full Settings panel:

AI features

With an API key configured and a Pro or Enterprise subscription, you have access to all seven AI features:

All AI features follow the principle that the AI drafts and you decide. Every output is presented as an editable draft that you review, modify, and approve before saving or sending.

Important: AI features require a Pro or Enterprise subscription and your own Anthropic API key. There are no Baulit-imposed call quotas — you pay Anthropic directly. See BYOK Setup for details.

Tips for Effective Project Management

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