Sites

How to add, edit, archive and delete sites, keep site contacts and files, and record the RCT site identifier (SIN) when RCT is switched on for your company.

What it is for

A site is a place where you do work for a client: a building, a block, a shop unit. Every site belongs to one client. Jobs are then created on a site.

You find sites in the menu under Operations, then Sites.

A site record holds:

• the client it belongs to,
• its name and address,
• the client's contacts for this site,
• its own site contacts (security, foreman and so on),
• files you attach to the site,
• the RCT site identifier (SIN), only when RCT is switched on for your company.

Who can use it

Add a site

1. Open Operations, then Sites.
2. Press New site.
3. Pick the Client. Required. Type to search.
4. Fill in Name. Required.
5. Fill in Address (as it appears on invoice).
6. If your company uses RCT and you already have it, fill in RCT site identifier (SIN). See RCT site identifier.
7. Optional: in Contacts, pick the client's people for this site.
8. Press Create. You go back to the site list. Press Create & create another instead to add the next site straight away.

You add site contacts and attachments after the site is created: open the site again and scroll down.

Edit a site

1. Open Operations, then Sites.
2. Click the site, or open the ⋮ menu on its row and choose Edit.
3. Change the fields.
4. Press Save changes. You go back to the site list.

Changing a site does not change invoices that already exist. See What happens after.

Archive a site

Archive a site when the work there is finished and you do not want it in the list any more.

1. Open Operations, then Sites.
2. Open the ⋮ menu on the site's row and choose Archive.
3. The window says what archiving does: "An archived site leaves the Sites list. Nothing is deleted: its jobs, documents, contacts and files stay, it still opens and it can still be picked on a job. Find it with the Archived sites filter and use Restore to bring it back." Press Confirm. You see "Archived" with the site's name.

What archiving does:

• The site is hidden from the site list. To see it, use the Archived sites filter.
• Nothing is deleted. The site's jobs, documents, contacts and files stay and still open.
• The site can still be picked elsewhere.

To bring it back:

1. Set the Archived sites filter to Only archived or Include archived.
2. Open the ⋮ menu on the site's row and choose Restore.
3. The window, headed "Restore" with the site's name and a question mark (for example "Restore Block C?"), says "The site goes back on the Sites list." Press Restore. You see "Restored" with the site's name.

To archive or restore several sites at once, see Bulk actions.

Delete a site

Delete is for a site that was added by mistake. For a finished site, use Archive instead.

1. Open the site.
2. Press Delete at the top of the page and confirm.

A deleted site leaves the list. It is not gone: you can see it again with the Deleted records filter. Deleting a site this way does not delete its jobs or documents.

To bring a deleted site back:

1. In the site list, set the Deleted records filter to Only deleted records.
2. Open the site.
3. Press Restore at the top of the page.

Delete a site for good

Only an owner or admin can do this. A supervisor does not see the button, but can still restore a deleted site.

A deleted site shows a Force delete button at the top of its page. It removes the site for good and cannot be undone. The site's contacts and its empty jobs (with their crew assignments and deployments) go with it.

FSMCore refuses, and nothing is deleted, when:

• one of the site's jobs has an estimate, an invoice or a crew invoice, or a crew invoice line names the site. Drafts, void and deleted ones count too.
• one of the site's jobs has logged time, job costs, snags or a completion sign-off.

You then see the message Not deleted with the reason, and the site stays in Deleted records. See Common mistakes.

The list

The site list is under Operations, then Sites. The New site button is at the top. The newest site is first. Editing a site does not move it.

Columns

Table or cards

On a computer the list is a table. On a phone each site is a card with the same values. The layout button above the list switches between the two, and your browser remembers the choice.

Search

The search box above the site list looks in the Name, the Client and the Address. When RCT is switched on for your company it looks in the RCT SIN too. You do not need the exact spelling: words in any order, small typos and missing spaces still find the site. The best match comes first.

The search box at the top of every page finds sites too, from anywhere in FSMCore. It looks in the site's name, its address and its client's name, and shows the client and address under each result. Archived sites are found too. Deleted sites are not.

Filters

Filters apply as soon as you pick a value.

Row actions

Open the ⋮ menu on a row.

Bulk actions

Tick the sites you want, then open the bulk actions menu above the list.

Each ticked site is checked on its own. A site the action cannot be done on is skipped and named in the result, and the rest go through. When every ticked site goes through, Archive selected shows "Archived" and Restore selected shows "Restored", with the number of sites (for example "3 records"). See Common mistakes.

Fields

Client

Required. The client the site belongs to. Type to search.

• Leads and active clients are listed. An archived client is found only when you type its name, and shows with (Archived).
• If you change the client on a site, the Contacts picked for the site are cleared, because they belong to the old client.

Name

Required. What you call the site, for example the building or the block. It is shown in lists, pickers and search, and it is copied onto a new invoice for a job on this site.

Address (as it appears on invoice)

Optional. The site's address, written the way it should be printed. It is copied onto a new invoice for a job on this site.

RCT site identifier (SIN)

This field is shown only when RCT is switched on for your company (Settings, Features). See RCT site identifier for the full rules.

Contacts

Optional. The client's people for this site. You can pick several.

• The field is greyed out until a Client is picked.
• Only the contacts of the picked client are listed.
• The plus button beside the field adds a new contact to the client without leaving the site. It asks for Name (required), Role (Site Manager, Project Manager, Quantity Surveyor, Contracts Manager, Accounts or Other), Phone and Email.

These are client contacts. They are described on the Client contacts page. They are not the same as Site contacts.

RCT site identifier (SIN)

RCT is the Irish construction tax that a main contractor holds back from subcontractor payments. The field, the list column, the bell and the dashboard card in this section exist only while RCT is switched on for your company in Settings, Features. With RCT off you see none of them.

The SIN is the site identifier Revenue issues when you submit the RCT contract notification for the site. FSMCore sends nothing to Revenue. You submit the notification with Revenue yourself, then type the SIN here. Subcontractors cannot be paid correctly without it.

Record the SIN

Only an owner or admin can record or change the SIN. A supervisor sees the field greyed out.

1. Open the site.
2. Type the number in RCT site identifier (SIN), exactly as Revenue issued it.
3. Press Save changes.

Rules:

• Letters and digits only. No spaces, dashes or other symbols.
• At most 32 characters.
• Spaces before and after are removed.
• Empty the field and save to remove the SIN.

After saving, the field shows Recorded and the date beside its label.

The bell for a missing SIN

When work starts to happen on a site that has no SIN, owners and admins get a notification in the bell:

• Title: RCT SIN missing
• Text: "(site name) has no RCT SIN yet. Submit the RCT contract notification before subcontractors invoice for it."
• Button: Add the SIN, which opens the site.

It is sent when one of these happens on a site without a SIN:

• a crew member is deployed to a job on the site,
• a subcontractor logs time for the site,
• a subcontractor submits an invoice with a line for the site.

An invoice line that counts as business overhead, not as work on a site, does not raise it. Nor does time logged by a person whose costs are set as overhead.

It is sent once per site. It comes again only when a week has passed, the SIN is still missing and something new happens on the site. It never stops a subcontractor from submitting an invoice. It is not sent for sites that were already busy before the rule existed and have no new activity.

The dashboard card

Owners and admins have a dashboard card called Active sites without an RCT SIN. It lists every site that has a job with the status Scheduled or In progress (not archived) and no SIN.

Sites with the nearest working day come first. When nothing is missing, the card says "All active sites have a SIN.".

Site contacts

Open a site and scroll down to Site contacts. These are people you deal with on this one site and who are not the client's office staff: the security hut, the foreman, the safety officer, the person who takes deliveries.

A site contact belongs to one site only. It is not offered when you send an invoice. For the client's own people, use Client contacts.

Owners, admins and supervisors can see, add, edit and delete site contacts.

Add a site contact

1. Open the site and scroll down to Site contacts.
2. Press New site contact.
3. Fill in the fields. See Site contact fields.
4. Press Create. Press Create & create another instead to add the next person straight away.

The site must be saved first. You cannot add site contacts while you are still creating the site.

Site contact fields

The site contacts list

The ⋮ menu on a row has Edit and Delete. Tick several rows to use Delete selected.

A deleted site contact is removed for good and cannot be restored.

Attachments

Open a site and scroll down to Attachments, below the site contacts. Use it for files that belong to the site as a whole, for example an access map or site rules. Photos and drawings of one job belong on the job.

Add an attachment

1. Press New attachment.
2. Add the file in File. Required. One file up to 512 MB. Allowed: photos (JPEG, PNG, GIF, WebP, HEIC), videos (MP4, MOV, WebM, MKV, 3GP, AVI), PDF, Word, Excel, plain text and CSV.
3. Optional: fill in Title, up to 255 characters. It is shown instead of the file name.
4. Optional: fill in Description.
5. Wait for the line "File ready. Tap the button below to save it.". The save button then reads Save 1 file to attachments. Press it.

The file is only saved when you press the save button. If you close the window with an uploaded file that is not saved, FSMCore asks "Discard 1 unsaved file?" first.

Large phone photos are made smaller when they are saved.

The attachments list

The ⋮ menu on a row has View (opens the file in a new tab), Download and Delete. Tick several rows to use Delete selected.

Every attachment counts towards your company's storage. See Settings, Storage.

What happens after

• A new site can be picked on a new job at once.
• The site's name and address are copied onto an invoice when the invoice is made for a job on the site. The invoice keeps its own copy. Changing the site later does not change invoices that already exist.
• Every change to a site or a site contact is recorded: who changed what, and when.
• Adding, changing, archiving or deleting a site sends no email. The only notification is the bell for a missing SIN, when RCT is on.
• Once a SIN is saved, the site leaves the Active sites without an RCT SIN dashboard card and no further bell is sent for it.
• The AI assistant can add, change, archive, restore and delete sites and site contacts for you, with the same rights you have. Each change waits for your approval first.

Common mistakes

"The RCT SIN can be at most 32 characters." The number is too long. Check it against what Revenue issued. The field in the site form stops at 32 characters, so you see this message when the AI assistant is asked to record a longer number.

"Enter the RCT SIN exactly as Revenue issued it: letters and digits only, no spaces or symbols." Remove spaces, dashes and other symbols from the number.

"Only an owner or admin can record the RCT SIN." You are signed in as a supervisor. Ask an owner or admin to record it. In the site form the field is greyed out for you.

I do not see the RCT field or the RCT SIN column. RCT is switched off for your company. An owner or admin can switch it on in Settings, Features.

The Contacts field is greyed out. No client is picked yet. Pick the Client first.

The contacts I picked are gone. The client on the site was changed. That clears the picked contacts. Pick the new client's contacts.

"Not deleted": "(site name) has invoices, estimates or crew invoices and cannot be deleted for good. It stays in Deleted records." You pressed Force delete on a site whose jobs have documents, or that a crew invoice line names. Drafts, void and deleted documents count too. The site cannot be removed for good. Leave it deleted, or restore it and archive it.

"Not deleted": "(site name) has jobs with logged time, costs, snags or a sign-off and cannot be deleted for good. It stays in Deleted records." One of the site's jobs has logged hours, job costs, snags or a completion sign-off. The site cannot be removed for good.

"Only an owner or admin can delete this for good." A supervisor cannot use Force delete. Ask an owner or admin.

I cannot find a site in the list. It may be archived or deleted. Set the Archived sites filter to Include archived, or the Deleted records filter to With deleted records.

A bulk action skipped some sites. The result names each skipped site and why:

• "already archived": the site was already in the archive when you chose Archive selected.
• "not archived": the site was not in the archive when you chose Restore selected.
• "you may not do this": you may not do that action on that site.

"Storage full: clean up in Settings > Storage, or upgrade." Your company's storage is full, so the attachment was refused. Free up space in Settings, Storage, or move to a bigger plan.