Question 1

What is Person Trail?

Accepted Answer

Person Trail is a smart job scheduling and crew management platform built for construction teams. It lets you create jobs, automatically assign the best available crew member, track progress in real time, and give your crew their own mobile-friendly portal.

Question 2

What trades and industries does it support?

Accepted Answer

Person Trail works for any trade-based field service business — plumbing, electrical, carpentry, HVAC, roofing, painting, and more. You can define your own custom skill categories to match exactly how your crew is structured.

Question 3

Is there a mobile app?

Accepted Answer

The crew portal is fully optimized for mobile browsers — no app download required. Your crew can check in, view job details, and update status directly from their phone. A native mobile app is on the roadmap.

Question 4

Can I import my existing jobs and crew members?

Accepted Answer

Yes. Person Trail supports bulk CSV and Excel import for both jobs and crew members. You can download an error report if any rows fail validation.

Question 5

How does the Free plan work?

Accepted Answer

The Free plan is free forever with no credit card required. You can run up to 5 active jobs and add up to 3 crew members. When your crew outgrows those limits, upgrade to Starter or Pro.

Question 6

Can I cancel anytime?

Accepted Answer

Yes. You can cancel your subscription at any time from the billing portal in your account settings. You will retain access until the end of your current billing period.

Question 7

Do you offer refunds?

Accepted Answer

Yes. Monthly plans are eligible for a full refund (minus Stripe processing fees) if requested within 3 days of the charge. Annual plans may be eligible for a prorated refund if cancelled within 30 days of the charge. You can request a refund directly from your billing dashboard under Settings. See our Refund Policy for full details.

Question 8

What happens if I dispute a charge?

Accepted Answer

We encourage you to contact us first at persontrail@protonmail.com before filing a dispute with your bank. When a dispute is filed, we submit evidence to Stripe including account details and service access records. Fraudulent disputes may result in account suspension. We are happy to resolve billing issues directly.

Question 9

Do crew members need to create an account?

Accepted Answer

Yes, each crew member gets their own portal login (email + password). You create their account from your dashboard and they receive an invitation email. They do not need to go through the signup flow.

Question 10

What can crew members see in their portal?

Accepted Answer

Crew members can see their assigned jobs, accept or decline assignments (Starter+ plans), view full job details (address, required skills, materials, contact info), check in when they arrive on site, and post progress updates with photos. They cannot see other crew members' jobs or any organization-wide data.

Question 11

Can crew members set their availability?

Accepted Answer

Yes. Crew members can set their weekly availability schedule directly from their portal settings. The scheduling system uses this to avoid conflicts when auto-assigning.

Question 12

What is the client portal?

Accepted Answer

The client portal lets your end clients view job progress, approve or decline change orders, view invoices, access documents, and message your team. Clients log in with a PIN sent to their email. No account setup or app download required.

Question 13

How do change orders work?

Accepted Answer

When a job scope or pricing changes mid-project, you can submit a change order. Your client receives a notification and can approve or decline directly from their portal. All changes are tracked with timestamps for a clear paper trail.

Question 14

How does the auto-assign algorithm work?

Accepted Answer

Person Trail evaluates your crew across multiple factors to find the best match for each job. You see the top recommendation and can confirm or choose a different crew member before anything sends. Paid plans unlock ranked suggestions with additional insights.

Question 15

How do crew ratings work?

Accepted Answer

After a job is completed, you can rate the crew member across multiple performance dimensions. You can also rate crew members you have worked with before from their profile page. Ratings are private to your organization and help you track crew quality over time.

Question 16

Can crew members decline job assignments?

Accepted Answer

On Starter and Pro plans, crew members can accept or decline assignments from their portal. If they decline, all organization owners are notified by email so you can quickly reassign. On the Free plan, assignments are automatic.

Question 17

What is outcome tracking?

Accepted Answer

Person Trail tracks job completion metrics so you can identify patterns and plan more accurately over time. This data feeds into your analytics dashboard.

Question 18

Does Person Trail track weather at job sites?

Accepted Answer

Yes. Jobs with a location automatically show weather forecasts and severe weather alerts on the job detail page. Weather data comes from Open-Meteo, a free open-source API. Only location coordinates are sent, no personal data.

Question 19

Can crew members track expenses?

Accepted Answer

Yes (Starter and above). Crew members can submit expenses with amounts, categories, descriptions, and receipt photos directly from their portal. On eligible plans, receipts can be auto-parsed by AI to extract expense details.

Question 20

How is my data stored?

Accepted Answer

All data is stored in a secure PostgreSQL database hosted on Neon (US East region). Your organization's data is fully isolated from other organizations. Data in transit is encrypted via TLS.

Question 21

Who can see my data?

Accepted Answer

Only users within your organization can access your data. Person Trail's platform administrators can access organization metadata for support purposes but cannot view job contents or crew member details without explicit need.

Question 22

What sign-in options are available?

Accepted Answer

Organization owners can sign in with Google, email and password, or a passwordless magic link sent to their email. Crew members sign in with email and password or magic link. All passwords are securely hashed and never stored in plain text.

Question 23

Do API keys expire?

Accepted Answer

Yes. API keys (available on the Trailblazer plan) default to a 90-day expiration. When creating a key, you can choose 30, 90, 180, or 365 days, or set no expiration. Expired keys stop working automatically. You can revoke any key at any time from Settings.

Question 24

What actions are logged?

Accepted Answer

Person Trail maintains activity logs for security and compliance. Actions like creating jobs, changing statuses, assigning crew, updating profiles, and billing events are recorded with timestamps. All plans include audit logging with tiered retention: Free (7 days), Starter (30 days), Pro (90 days), Trailblazer (365 days). You can view your activity log from the dashboard.

Frequently Asked Questions

Product

Billing

Crew

Client Portal

Scheduling & Ratings

Field Operations

Security & Data

Still have questions?

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