This Q&A section covers all questions addressed in our Live Team Management Masterclass from October 2025.
Watch the UK session recording here.
Watch the ANZ session recording here.
Scheduling & Appointments
Q: We use this to schedule client visits. Is it on the roadmap to include travel time between sites into the schedule?
A: Customers typically schedule jobs with space between appointments to allow for travel time. Alternatively, staff can add timesheets for non-billable time to record their travel time to sites each day, separate from hours on jobs (billable time). You can view our roadmap on our website under the product updates section.
🎬 Watch how: Adding Non Billable Hours
Q: Have you fixed up the text messages to clients? We set up with a 4 hour window from 10am-2pm, but the client only gets 10am arrival and thinks we're coming at 10am.
A: The automated text reminders take the booking information to generate the text, which is why an approximate 10am time is received. We recommend staff use the message button in the app when heading to a scheduled appointment to send an "I'm on my way" text to the customer. This text is a template that appears when clicking the message icon.
🎬 Watch how: Sending an 'I'm On My Way' Message
Staff Permissions & Access
Q: Can you give people access to jobs without the ability to add/edit?
A: Once staff are assigned to a job, they will be able to add notes. However, if they have basic permissions they won't have access to any financial information or quotes/invoices.
📖 Learn more: Staff Permissions
Q: Will my boss be able to see my To-Do list that's scheduled to myself?
A: Your boss will not be able to see your personal to-do list. They will only see to-do list tasks if they assign them to you.
Q: How can I give my engineers access to see jobs that they are assigned to without allowing them to create their own jobs?
A: With basic permissions, they will only be able to see jobs and appointments they are assigned to. They would be able to create jobs but won't be able to assign or schedule them in, meaning they would no longer be able to see that job. For the most part, customers have not had issues with staff creating their own jobs.
📖 Learn more: Staff Permissions
Q: Can we give access to the job material quantities without them seeing the quoted dollar figures?
A: Staff with basic permissions can add items to the cost tab of a job without seeing the $ figures of the items. They can only search and edit quantities.
📖 Learn more: Staff Permissions
Q: Can notes have restricted access to staff members?
A: All staff members assigned to the job can see the notes. You are able to specify who gets notified of the note by selecting them when creating the note.
Q: The billing rate - can the staff see this?
A: They can only see the name of it, not the financial information, as long as they don't have the permission "reports and financials" turned on in the staff member section inside settings.
📖 Learn more: Staff Permissions
Connections (Subcontractors)
Q: Does the note notification work for an external connection to send photos/notes and does it attach to the job card?
A: Connections do not have the ability to edit or attach files to job cards. You can only book them in for appointments and send job information.
📖 Learn more: Using Jobs to Work With Subcontractors
Q: Can you book in appointments for connections without them seeing the customers' personal contact details like phone number and email address?
A: Is there a specific reason you do not want your connections to see the contact information? Connections may need to contact the client when they arrive on site in some cases.
📖 Learn more: Using Tradify's Scheduler to Work With Subcontractors
Billing & Rates
Q: Is the billing rate their hourly rate or how much they cost us per hour?
A: The billing rate is the hourly rate chargeable to the customer. In the staff member settings you can set the staff member's hourly pay rate for cost tracking.
📖 Learn more: Adding Staff Hourly Rate
Q: Billing rates - when putting in your estimate costs, is it only the cost of the employee or your company's hourly running costs?
A: Billing rates can be logged per employee. You are able to create multiple billing rates for different rates you have.
🎬 Watch how: Setting Up Labour Rates
To-Do Lists & Reminders
Q: Can the to-do list send a reminder as an email/text or notification?
A: If you assign a to-do list task to a staff member, they will receive a notification. You can view their notification settings in the staff member settings.
📖 Learn more: Creating a To-Do List
Q: With the email notification, does it also automatically get added to your to do list?
A: It doesn't automatically get added to your to-do list. The email confirmation is simply going to your external customer. Anything you want to add to your to-do list will need to be done separately.
Tasks & Labour Tracking
Q: Can you add multiple tasks at a time?
A: You can't at this time, only one task can be linked per appointment.
Q: Is there a way we can break the labour down into tasks to see how many hours staff spent on each task?
A: When staff are allocating time to a job, they can select a task to assign the labour to. In the time tab of the job, you will be able to see the total hours for the timesheets entered for the job.
📖 Learn more: Adding Timesheet Entries to a Job Task
Q: What is the charge for a no access user profile please? I want to setup all of our diggers and trucks in Tradify so I know which machines are available.
A: You can use "no access" users which can be set up in the staff member settings. This way they will appear on the scheduler and can be allocated to jobs. No access users are a reduced cost.
📖 Learn more: Setting Up a No Access User
Q: What do you recommend as a workaround if there are multiple tasks per job in one appointment?
A: You could add information into the notes stating to the staff member that they need to focus on 1, 2, 3 tasks etc. You can also use the "notify staff member" option so they definitely get a record of this.
Q: What does it look like on the tradesman side with the task on their job card?
A: There is a task section on the job card which allows them to tick off the task once it is complete. This will record who completed the task as well.
Photos & Files
Q: Some of my jobs recently when I take photos they won't upload and some do?
A: There are a lot of variables that may affect photos being uploaded via the app. Sometimes data connection may affect this. Please also ensure the note is being saved once the photos are uploaded in order for photos to be saved.
📖 Learn more: Attach Files to A Job
Bills & Xero Integration
Q: When entering the bills, Tradify does not send the PDF to Xero?
A: If you have Xero integrated, you will have the option to send the bill to Xero under the "options" button. In your integration settings you can enable "send files to Xero" to send the attachment to Xero with your bill.
📖 Learn more: Sending Bills to Xero
Q: The smart read of the invoice is helpful. However, I do find that it will be out by 1, 2, or 3 cents. What's the best way to make the adjustment?
A: Sometimes there are discrepancies due to the AI reading information incorrectly as suppliers have different invoice layouts. You would need to edit this manually. In the notes area on the bill, you will be able to cross-reference to see the original bill.
🎬 Watch how: Using SmartRead
Q: If you smart read invoices, can that save as an inventory item for future purchase orders?
A: SmartRead items from supplier invoices are not saved to your price list as they are marked as Miscellaneous items.
Job Statuses
Q: Can you run multiple statuses at one time if the job overlaps multiple stages like 'to invoice' but still 'in progress'?
A: I would recommend setting up additional job statuses such as "To invoice 1" for example, so admin can invoice and change the status back to in progress.
📖 Learn more: Creating Custom Job Statuses
Q: Is there any development in the background on statuses updating automatically when an invoice is raised or when that is paid?
A: If you have integration with Xero set up, once invoices are transferred across and they are reconciled, it will update the invoice status as paid. You can also see the invoice status on the main job list as well.
Purchase Orders & Inventory
Q: Is there an option for inventory for supplies?
A: Tradify currently does not have inventory management, but it is possible for basic inventory with integration with Xero.
Q: When you do purchase orders, do you load up stock items?
A: You can import price list items from Suppliers via CSV so you can select them when creating purchase orders.
📖 Learn more: Importing a Supplier Price List
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