Frequently Asked Questions

Most teams are up and running within 30 minutes. You create your account, add your project details (name, address, estimated timeline), invite your subcontractors, and start scheduling. If you have an existing schedule in P6 or Microsoft Project, you can import it directly. No IT department or lengthy onboarding required.

Subs receive email invitations with a simple sign-up link. They get free access to view their schedules, respond to RFIs assigned to them, and track punch list items on their scope. They do not need to pay for HardHatBot — only the GC or project owner pays. Subs can also receive notifications via email without logging in.

Yes. HardHatBot supports import from Primavera P6 (.xer), Microsoft Project (.mpp/.xml), and CSV/Excel formats. Your existing schedule, activities, predecessors, and resource assignments are mapped automatically. You can also build a schedule from scratch using our drag-and-drop timeline editor.

No. HardHatBot works for projects of any size — from a $200K tenant improvement to a $500M hospital campus. There are no limits on project value, square footage, or number of activities. Plan limits only apply to the number of concurrent active projects, not the size of each project.

There is no per-user limit within a project. Your project managers, superintendents, project engineers, and office staff all get access. Subcontractor accounts are counted separately by the number of unique sub companies, not individual users within each sub company.

Absolutely. The Professional and Enterprise plans support multi-project portfolios with a unified dashboard. You can see schedule health, RFI status, and punch list progress across all your active projects in one view. Enterprise plans add multi-company support for holding companies managing multiple GC entities.

Enterprise plan customers get Procore integration for bi-directional syncing of RFIs, submittals, daily logs, and punch lists. If you are on the Starter or Professional plan and need Procore integration, contact us to discuss options. We also support data export in Procore-compatible formats on all plans.

Pay application data can be exported in formats compatible with Sage 300 CRE, QuickBooks, and other construction accounting platforms. The Enterprise plan includes direct API integration for automated data flow. We are actively building deeper integrations with the most-requested accounting systems.

Yes. Many teams use HardHatBot for AI-powered coordination (scheduling, RFIs, daily logs) while keeping their existing tools for other workflows. HardHatBot is designed to complement your stack, not replace everything at once. Start with the modules that solve your biggest pain points.

HardHatBot's daily log feature includes safety incident reporting, near-miss documentation, and toolbox talk tracking. These logs create a documented safety record that supports OSHA compliance. However, HardHatBot is a project coordination tool — it does not replace your safety program, safety officer, or OSHA-required training and documentation systems.

HardHatBot daily logs are timestamped, immutable after 24 hours, and include weather data from verified sources. They record manpower, equipment, work performed, delays, and visitors — the standard elements construction attorneys look for in delay and disruption claims. Many of our users' attorneys have confirmed the format meets their documentation standards.

All project data is retained for the life of your account plus 7 years after project completion, aligning with typical construction statute of repose requirements. You can export complete project records at any time in PDF or structured data formats. Enterprise customers can configure custom retention policies.

All data is stored in SOC 2 Type II compliant data centers within the United States. Project data is encrypted at rest (AES-256) and in transit (TLS 1.3). Each organization's data is logically isolated — your subcontractors can only see projects and items they have been explicitly invited to.

Yes. You can export your complete project history — schedules, RFIs, daily logs, punch lists, pay apps, photos, and documents — in PDF and structured data formats at any time. We provide a 90-day data access period after account cancellation so you have ample time to download everything.

The AI processes your project data to provide scheduling suggestions, generate daily logs, and detect conflicts. Your data is never shared with other customers or used to train AI models. The AI operates within your organization's data boundary — it can only access and reference information from your own projects.

Yes. Annual billing is available at a 20% discount compared to monthly pricing. Starter is $1,430/year (saves $358), Professional is $3,830/year (saves $958), and Enterprise is $9,590/year (saves $2,398). Contact us for multi-year agreements on Enterprise plans.

You can upgrade at any time and you will be prorated for the remainder of your billing cycle. Downgrades take effect at the next billing cycle. If you downgrade and have more active projects than your new plan allows, you will need to archive projects to meet the new limit.

No long-term contracts. Monthly plans can be cancelled at any time. Annual plans are billed upfront for the year but you can cancel auto-renewal at any time. The 14-day free trial requires no credit card — you only enter payment info if you decide to continue after the trial.