Frequently Asked Questions

ReflectHub is a project management workspace for small and mid-sized construction and architecture teams. It brings CRM, project delivery, RFQs with vendor comparison, plans and documents, expenses, timesheets, and team planning into one place — so a project no longer lives across five disconnected tools.

Yes. ReflectHub is a responsive web application that works in the browser on desktop, tablet, and phone. Most features require an internet connection. The Site Diary also supports an offline Excel export-and-import workflow for working without a reliable signal. There is no separate native mobile app.

Create an account, set up your company workspace, and invite your team by email — each member gets a role that controls exactly what they can see and do. If you would like a guided walkthrough first, book a demo and we will help you set things up.

Yes. One user account can access multiple company workspaces. Each company keeps its own projects, members, documents, CRM records, settings, and billing separate.

Company owners can define roles, assign them to team members, and control access to company and project workflows. Permission checks are enforced in the application and combined with database-level tenant isolation.

No. Invited vendors can return RFQ quotes without a ReflectHub account, and questionnaire respondents can use a public response form. Only people who need access to the company workspace require a user seat.

Projects are organised into stages and tasks. You can work from a task table, a Kanban board with your own custom statuses, or a timeline view. Tasks carry priorities, tags, due dates, assignees, and budget fields, and every task has threaded comments with @mentions to keep discussion next to the work.

Yes. The project timeline shows tasks as bars grouped by stage, so you can see the schedule at a glance, drag tasks to reschedule them, and click through to the task details.

Upload plans and drawings as versioned records, organise them by category, and link them to the tasks that depend on them. New uploads create additional versions while earlier revisions remain available, giving the team one current file with a clear history.

The browser viewer supports PDF, DXF, DWG, IFC, GLB, GLTF, OBJ, STL, PLY, STEP, STP, CSV, and common image formats. Format support can vary by preview type, but the original file remains available for download.

Selected workflows support structured import and export. Examples include RFQ Excel workbooks, Site Diary Excel round trips, CSV exports for expenses and employee allocation, and PDF output for documents and handover records. Contact us if you need help planning a larger data migration.

Site Diary entries record what happened on a project day by day. Entries can include tasks, notes, attachments, and weather data, and move through draft, confirmation, and amendment states to preserve a reliable history.

Yes, through the Site Diary Excel workflow. Export the structured workbook, update it while offline, and import it when you are connected again. ReflectHub validates the workbook and reports rejected rows or update conflicts before applying changes.

Create a handover certificate for selected project tasks, attach supporting files and confirmed diary entries, then progress it through draft, issue, and decision stages. Certificates can be rendered as PDF, and task coverage shows which work has been included.

Create a request for quotation from a saved template or from scratch, structure it into groups and line items with quantities and units, and scope it to a project or a specific task. Then invite vendors from your vendor directory and track the RFQ through its lifecycle from draft to award.

Invited vendors receive an email with a structured Excel workbook pre-filled with your RFQ line items. They fill in their prices and terms and the workbook is imported back into ReflectHub, where you review a validation preview before anything is saved. Vendors do not need a ReflectHub account.

Once quotes are in, a side-by-side comparison shows every vendor's price per line item with the best prices highlighted. Select the winning vendor and confirm the award. The awarded total updates the committed cost on the linked task, keeping project finance in sync with procurement.

Task and project budgets provide the baseline. Awarded RFQs contribute committed cost, while expense records show actual spend. Finance views compare the baseline, commitments, actuals, and forecast at completion so you can identify cost variance before project closeout.

Define the skills and certifications that matter to your company, each with its own configurable expiry-warning window. The Skills Matrix shows who holds each qualification and at what level, and highlights certificates approaching expiry so the team can plan renewals.

Customer data is hosted in the EEA and encrypted in transit and at rest. Access is controlled through company-scoped roles and permissions, with application-level checks and database-level tenant isolation. Production systems are monitored and backed up routinely.

ReflectHub provides technical and contractual measures designed to support customer GDPR obligations. These include EEA production storage, encryption, role-based access, data-subject request support, a Data Processing Agreement, and safeguards for sub-processors and international transfers.

Production Customer Data is stored with Scaleway in France within the EEA. Production database backups use a rolling 30-day retention window. Limited data may be processed by listed sub-processors outside the EEA under appropriate transfer safeguards.

The Pricing page is the current source for plan features and limits. Core includes 7 users and up to 5 active projects. Scale includes 21 users and unlimited active projects. Enterprise provides custom commercial terms, unlimited users and projects, and a dedicated instance.

New invitations are blocked once your active member count reaches your plan's seat limit. Remove access for an inactive user or move to a larger plan to add more people. Existing members keep access in the meantime.

Yes. Plan changes are managed through the billing portal. Upgrades take effect immediately, while downgrades apply from the start of the next billing cycle, and you retain full access to your current tier until then.

Yes. Annual billing for Core and Scale saves 16.7% compared with paying monthly for twelve months. Enterprise pricing and billing terms are agreed separately.

Your subscription remains active until the end of the paid term. After access ends, you may request an export of Customer Data within 30 days. Data may then be deleted from active systems, while backups and records required by law follow the retention periods in the Terms, Privacy Policy, and Data Processing Agreement.

You can contact the ReflectHub team for product questions, technical issues, migration planning, and enterprise requirements. We typically respond within one business day, but response times are not guaranteed unless a specific support commitment or SLA is included in your order.