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Podio Quick Reference - PSS Cheatsheet

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🎯 The Big Picture​

PSS Workspace: Precision Projects
Main Apps: Projects → Stages → Tasks + Contacts + Safety

📋 Project Stages (Always in This Order)​

  1. Pre-Construction - Planning, permits, submittals, RFIs
  2. Mobilization - Site setup, equipment, crew assignment
  3. Construction - Active work, daily operations
  4. Demobilization - Cleanup, punch list, equipment return
  5. Retainage - Final billing, closeout documents

To advance: Change "Current Stage Status" to "[Next Stage] Active"
Wait 2-3 minutes for tasks to auto-populate

✅ Task Status Colors​

  • 🔴 Pending - Not started (might be waiting on something)
  • 🟡 In Progress - Being worked on now
  • 🟢 Complete - Done!

👥 Key Roles​

  • PM - Project Manager (runs the project)
  • OC - Operations Coordinator (supports PM, tracks tasks)
  • FOCS - Field Operations Coordinator/Supervisor
  • Foreman - Leads the crew on-site
  • GC - General Contractor (the client who hired us)

🔑 Key Terms​

TermWhat It Means
Job #Unique project number (e.g., 2024-015)
Job IDJob # + Job Name (auto-generated)
DivisionType of work: Concrete, Drywall, or Other
ScopesWhat's included: Earthwork, Utilities, Foundations, etc.
SubmittalDocs sent to GC for approval before starting work
RFIRequest for Information (asking GC to clarify something)
CORChange Order Request (asking for more money/time)
LOILetter of Intent (preliminary agreement)

🛠️ Common Actions​

Create a New Project​

  1. Open Projects app
  2. Click "+ Add"
  3. Fill required fields: Job #, Job Name, Division, PM, OC
  4. Save → Stages auto-create in ~2 min

Advance to Next Stage​

  1. Open project
  2. Change "Current Stage Status" to "[Stage] Active"
  3. Wait 2-3 min for tasks to appear

Complete a Task​

  1. Open task
  2. Change Status to "Complete"
  3. Dependent tasks auto-advance (if any)

Add a Contact​

  1. Open Contacts app
  2. Click "+ Add"
  3. Fill: Name, Job Title, Organization, Email, Phone
  4. Save
  1. Open project
  2. Find "Customer / GC" field
  3. Start typing contact name, select from list
  4. Save

Create an RFI​

  1. Add task in Pre-Con or Construction stage
  2. Name: "RFI: [Description]"
  3. Status: In Progress
  4. Document question + response in Notes
  5. Attach supporting docs

Create a Change Order Request​

  1. Add task in appropriate stage
  2. Name: "COR: [Description]"
  3. Status: In Progress
  4. Document: what changed, why, cost/time impact
  5. Attach: photos, emails, cost breakdown

🔗 Task Dependencies​

  • Independent - Can start right away
  • Dependent - Must wait for prerequisite to finish
  • When prerequisite is marked Complete, dependent tasks auto-advance to In Progress

📁 Key Fields in Projects​

  • Job # - Unique number
  • Job Name - Project name
  • Division - Concrete / Drywall / Other
  • PM, OC, FOCS, Foreman - Team assignments
  • Customer / GC - Linked contacts (relationship field)
  • Current Stage Status - Which stage is active
  • Contract Value - What GC is paying us
  • Project Budget - What it costs us
  • Linked Stages - Click to see stage details

🚨 Safety Must-Dos​

  • 811 Locate - Call before digging
  • SSSP - Site-Specific Safety Plan
  • Badging - Get site access credentials

Tracked in Safety & Compliance app

📞 Need Help?​

  • Ask your PM or OC - They know the system inside-out
  • Check the docs - Browse this documentation site for detailed guides
  • Look at existing projects - Copy what works

💡 Pro Tips​

✅ Upload everything - Files in Podio = proof later
✅ Use Notes liberally - Document who said what when
✅ Check Due Dates - Don't let tasks slip
✅ Tag the right person - Set Responsible correctly
✅ Number your RFIs and CORs - Easy to reference
✅ Link contacts early - Everyone knows who to call

Keep this handy - it's your Podio survival guide!