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Admin First Setup Guide

Intermediate

This guide walks you through everything you need to configure before your team can start using Geo-Cx on the job site. Follow the steps in order — each one builds on the previous.

By the end of this guide, your resources will be in the system, your project will be configured with shifts, your team will be assigned, and your forms will be published and ready for field workers to submit.

Step 1 — Add Your Team Members

Before you can assign anyone to a project, they need to exist as resources in Geo-Cx.

Quick steps:

  1. Sidebar → Resource Management → click New Resource
  2. Fill in first name, last name, email, phone, role, and hourly rate
  3. Leave Send invitation on save checked — they will receive a setup email immediately
  4. Click Save

Repeat for each team member. Each person needs their own resource profile before they can punch in from the mobile app.

The Resource Type determines what the person can see and do in the app. A Technician has a different experience than a Foreman or a Site Superintendent. Choose the correct role for each person.

📖 Full guide: How to Add a Resource

Step 2 — Create a Project

With your team in the system, create the project they will be working on.

Quick steps:

  1. Sidebar → Project Management → click + New Project
  2. Tab 1 — Customer Details: enter the client name, contact, and address
  3. Tab 2 — Location: enable geolocation and geofencing if needed. Set the geofencing range in feet and the project location
  4. Tab 3 — Project Details: enter the project name, set status to Active, add the budget, select the timezone, and set start and end dates
  5. Tab 4 — Shifts: add at least one shift — give it a name, set the start and end times, and select the working days
  6. Tab 5 — Holidays: add any known holidays (optional)
  7. Click Create Project

The timezone is critical. All punch in and punch out times are recorded in the project's timezone — not the device's local time. Set it to match where the project physically operates.

Shifts must be saved with the project before you can assign people to them. Do not skip Tab 4.

📖 Full guide: How to Create a Project

Step 3 — Assign Your Team to the Project

Now that the project exists with at least one shift, assign each team member (or an entire crew) to it.

Quick steps:

  1. Sidebar → Project Management → find your project → click Edit
  2. Go to Tab 6 — Team Assignment
  3. To assign an individual: select Resource, search by name, choose the shift and set allocation dates → click Assign
  4. To assign a whole group: select Crew, choose the crew, pick the shift and dates → click Assign
  5. Repeat for all team members

Allocation dates define when each person can punch in. Set them to cover the person's expected period on the project. They can be adjusted later if plans change.

Only shifts saved with the project appear in the shift selector. If a shift is missing, go back to Tab 4 and save the project again.

📖 Full guides: Assigning Resources and Crews to a Project · Managing Allocation Dates

Step 4 — Create Your Forms

With the project active and the team assigned, create the forms your field workers will need to submit — safety audits, incident reports, daily task forms, and any others relevant to this project.

Quick steps:

  1. Sidebar → Form Builder → Create Form
  2. Choose Start From Scratch or Use a Template
  3. Fill in the form name, prefix, type, and assign it to your project
  4. If the type is Audit, set the recurrence (daily, weekly, or monthly)
  5. Click Submit — the form opens in the editor as a Draft

Create one form per form type you need. If you need both a daily safety audit and an incident report, create two separate forms.

📖 Full guide: How to Create a Form

Step 5 — Build and Publish Your Forms

Each form created in Step 4 opens as a Draft in the editor. Now build out the fields and publish when ready.

Quick steps:

  1. In the editor, click the Build tab
  2. Add sections to organize the form — one section per screen the field worker will see
  3. Drag fields from the left palette onto the canvas — text fields, radio buttons, camera fields, signatures, etc.
  4. Click each field to configure its name, helper text, and whether it is required
  5. When the form is complete, click the Settings tab
  6. Choose a PDF Style (optional)
  7. Click Publish

The form is now live. Field workers assigned to your project will see it in the mobile app immediately.

Publishing is immediate and irreversible from the app. Make sure the form is fully built and reviewed before clicking Publish.

📖 Full guide: Using the Form Builder

✅ You're Ready

Once you have completed all five steps, your team can:

  • Punch in to the project from the mobile app
  • Fill out and submit forms — safety audits, incident reports, and any others you published
  • Log time and submit timesheets for approval

What's Next?

A few things to set up as your project gets underway: