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Getting Started as Supervisor

Available to: Supervisor

This guide is for users with the Supervisor role. Supervisors manage execution on their assigned jobs and keep the office informed through updates and photos.

As a Supervisor, your world in Hardhat Flow is focused on the jobs you are directly assigned to. You are the field lead on those jobs — responsible for tracking progress, communicating issues, and keeping the Project Manager and Owner up to date with real-time updates and photos.

Your Scope

You only see jobs you are assigned to.

Supervisors have no access to jobs outside their assignments. If you think you should be assigned to a job but cannot see it, contact your Project Manager.

You can see and interact with:

  • Job details for your assigned jobs
  • Updates posted on your assigned jobs
  • Photos uploaded to your assigned jobs

You cannot see:

  • Bids (including the bid that generated your job — pricing and contract details are not visible)
  • Invoices or payment information
  • Jobs assigned to other Supervisors
  • Other workers' schedules or assignments outside your jobs

What You Can Do

On each of your assigned jobs, you can:

  • View full job details — scope of work, assigned workers, current status, and history
  • Post updates — text notes describing progress, issues, or observations
  • Upload photos — document the work with images from the field

Updates are permanent once posted.

Once you post an update or upload a photo, it cannot be edited or deleted. Write carefully and check your photos before uploading.

How to Post an Update

Posting an update keeps your Project Manager and Owner informed without needing a phone call.

  1. Open the Jobs list and tap or click the job you want to update
  2. Scroll to the Updates section on the job detail page
  3. Click Post Update
  4. Type your update in the text field — be specific about what was done, what was found, or what is blocked
  5. Attach photos if relevant (up to 10 photos per upload, 15MB max each, JPEG/PNG/WEBP/HEIC accepted)
  6. Click Submit

Your update appears immediately in the job's Activity Feed and is visible to the Project Manager and Owner.

Photos are automatically processed.

HEIC photos from iPhones are automatically converted to JPEG. Thumbnails are generated in the background. Your upload does not need to wait for processing to complete.

If Something Is Wrong

If a job hits a problem — missing materials, unsafe conditions, access issues — tell your Project Manager immediately and ask them to flag the job as Blocked. You cannot set flags yourself, but your updates are the fastest way to document the issue in the system.

Use your updates to describe:

  • What the problem is
  • When it started
  • What you need to resolve it

This creates a timestamped record that protects you and your team.

Key Pages

Page What you do here
Jobs View your assigned jobs
Job Detail View full job info, post updates, upload photos
Activity Feed See the full history of updates on a job