The most important questions, clearly answered

Work time is how long an employee is clocked in — from the moment they start their shift to when they finish. Project time is how long they actually spent on specific job sites. The two numbers are almost never identical, and that is by design. The gap covers travel between sites, lunch breaks, and any non-billable time during the shift. Work time feeds into payroll; project time feeds into customer billing. Both are accurate, and the difference between them is completely normal.

No. Toolbox uses geofences to detect when employees arrive at or leave a job site, then shows a reminder to clock in or out. The employee always confirms the action intentionally with a button in the notification or in the app. Time and location context are stored with the entry so office staff can review it later. There is no hidden automatic clocking and no live tracking.

A timesheet is a monthly summary of an employee's recorded work hours, generated automatically from their clock-in and clock-out records. At the end of each month, office staff review the timesheet, check for any missing or unusual entries, and then approve it. The approved timesheet can then be exported for your payroll system. Employees can see their own timesheets at any time, but only office users can approve them.

When a site event is recorded, Toolbox checks the detected address and the employee's assignment. When the context is clear, the event is assigned to the job. Working time and site events remain separate, and office staff can review or change an unclear assignment.

Contractor mode is a simplified workspace for smaller trade teams and owner-led companies. It focuses on the essentials: quick weekly project planning, clean time capture, and reduced setup overhead. You can enable it per tenant in settings, and owners can switch between classic and contractor view anytime.

No. With the necessary location permissions, Toolbox records individual events when someone enters or leaves a configured job site. Those events include a timestamp, site address, and location at the time of the event. Toolbox does not create a continuous route history or a live map of employees.

Define which job sites use geofences and explain the resulting records to your team before rollout. Your company should agree the required policies and involvement process with its employee representatives or legal advisers.

The current privacy policy explains what data Toolbox processes and for which purpose. Review it with your company before enabling location features, especially when employee location data is involved.

Yes. You can trigger a full export (projects, times, zone activities, photos, contacts) at any time. After cancellation we keep the account frozen for 60 days so you can double-check or re-export, and then we permanently remove the data from our systems.

Foremen and crews simply install the Toolbox mobile app on their existing iOS or Android devices. The app works with spotty reception, captures photo evidence, triggers check-in/out reminders, and does not require NFC tags or additional hardware.

Crews can capture photos and notes on a phone in the job-site context. A short description helps office staff understand the reason for a photo later. Your company decides which documentation is required for each job.

Start with one crew and a small number of job sites. This gives your company a manageable way to test the workflow before deciding how broadly to roll it out.

The planning board mirrors the wallboards your team already uses—drag a name onto a project, drop it on a day, done. It was built with field supervisors, not IT departments, so most foremen plan their first week within minutes.

Each address has its own radius (default 100 m, adjustable up to 100 km). An event is only triggered when the device actually crosses that boundary, preventing false positives. Project leads can receive push or email alerts in real time.

When someone leaves a site, the app nudges them to clock out and add notes. If a shift is closed late, Toolbox cross-checks the time against the last exit event so you can correct it instantly and keep payroll clean.

Yes. Time sheets, zone activities, and resource assignments can be exported as CSV/Excel, and secure JSON endpoints let payroll or ERP tools fetch the same data automatically. Many teams start with exports and integrate once processes are settled.

You can choose between per-seat billing at €10 per user each month or a flat €300 per month rate billed annually for unlimited crews and devices. Every plan can be cancelled with 30 days’ notice.

You get direct access to our founding team in German or English with same-day replies on weekdays. Quarterly success sessions ensure dashboards, geofences, and workflows stay aligned with your business.