User Guide
Starting from the real problems designers face every day,
we walk you through getting the system up and running.
Have you run into these too?
These aren't just your problems — they're shared pain across the whole industry.
The manager asks on LINE, the crew says they don't know, then calls the designer to check. The schedule lives in Excel — no one looks at it, no one updates it.
It's saved in a former colleague's phone. Thirty LINE messages scrolled and still nothing — you can't find it when it's urgent, and won't save it when it's not.
A crew member sent them in some group chat that holds four hundred other photos. Halfway through finding them, the app says the photo has expired.
Kept in your head, on sticky notes, in phone memos. With three sites running at once, whatever slips through is usually spotted by the client first.
Payments received, materials paid for, wages handed out — all scattered across Excel and chat logs. To work out one project's P&L at month-end, you rebuild the whole sheet.
Deposit, mid-term, final — each its own line, and which installment is still outstanding lives only in your memory. Miss one reminder and you're the one out of pocket.
Punching it into a phone calculator on site, never quite nailing the waste factor. Order too much and it sits until it's ruined; order too little and the crew stalls, waiting on material.
Groundbreaking, bed-setting, moving in — all need a chosen date. The almanac is hard to read, and the elders aren't always around to ask.
Everywhere Designis a system built specifically to solve these problems. It is not a generic project-management tool adapted to fit — it is redesigned around a designer's daily workflow.
From creating an account to full use takes about 15 minutes.
Three steps to get up and running
You don't need to learn every feature — do these three things and you can start operating.
Create your company account
Enter your company name and set a company code to complete tenant registration. The 30-day trial starts from that moment — no credit card needed.
- The company code is the identifier employees use to log in; we recommend an English abbreviation, e.g. jian, abc-studio
- One email can create a separate account under different companies, with fully independent data
Add employee accounts
On the Employee Management page, add accounts by name and role. The system supports three roles, each with different permissions.
- Manager: sees all features and all sites
- Designer: can add and edit sites, but cannot manage people
- Crew member: can only check in and view their own schedule
Create your first site
On Site Management, add a site with its name, address and expected completion date. Once created, you can start scheduling and tracking progress.
- GPS check-in requires the site address to be set first, so the system can verify location when employees arrive
- A single site can be assigned to multiple employees to collaborate
How each feature works
The workflow for each feature, explained step by step.
- Open the Schedule page and pick a month
- Tap an empty cell and choose an employee and work type
- After saving, employees see their own schedule when they log in
- Managers can switch between a by-person and a by-site view
Leave and shift swaps are handled right on the calendar — no separate form needed.
- A site admin first sets the site's GPS coordinates
- After reaching the site, the employee taps "Check In" in the app
- The system compares GPS distance and flags anything out of range as an anomaly
- Managers review daily check-in records in the Monthly Attendance Report
For sites without GPS coordinates set, the check-in button does not appear — preventing check-ins from home.
- Open a site and go to the QC page
- Add a QC item and enter the work-item name
- Upload photos — one item can hold many
- At final inspection, pull up photos by work item for the client to confirm
Photos are stored in the cloud — they don't take up phone storage, and don't disappear when an employee leaves.
- Open the project and choose the “Site Photos” tab
- Tap “Camera”, or pick several photos from your album at once
- Tag the trade for that batch so you can filter by trade later
- To hand photos to the client, tick a few and download them as a bundle, or download the whole project at once
Photos are filed by month and trade automatically and are visible to the whole company, so nobody has to dig through chat threads. Defects and issues to follow up belong in “QC Photos” — this tab is the day-to-day record of the work.
- Open the project, choose the “Site Rules” tab and tap “Fill in site rules”
- Enter working hours (including lunch breaks and weekend limits), each fee, and how to collect access passes
- Add the building manager’s name and phone, the paperwork required, and any other rules
- Attach a photo of the building’s notice so the crew can check it on site
Maintained by the manager; the crew sees a read-only copy. The page is included automatically when you export the project as a PDF.
- On the Vendors page, add a vendor's name, phone and trade category
- When you need to contact them later, just search by trade or vendor name
- Before a vendor is deleted, the system asks a manager to confirm
- Even if a vendor is deleted, past booking records are kept
New hires can pick up seamlessly — vendor data belongs to the company, not to individuals.
- Open a site and switch to the Todos tab
- Add a todo, set a due date and an owner
- Check it off when done — it's marked complete automatically
- Managers see a cross-site summary of upcoming todos on the home screen
Important items no longer rely on memory — the system sends a reminder before they are due.
- Open the Monthly Attendance Report and pick a month
- The system automatically compiles that month's check-ins, schedules and leave records
- Switch between a by-person and a by-site view
- Once confirmed, tap "Export PDF"
The monthly report PDF can serve directly as the basis for payroll — no more rebuilding spreadsheets.
- At the top of Expense Tracking, switch between the "Company" and "Household" ledger
- Record an income or expense and pick a category (project payment, materials, payroll, tax, utilities…)
- Project payments can link to a site and vendor, auto-calculating the "percent received"
- The monthly view shows cash flow and a category pie chart; the yearly view shows a 12-month income/expense line
Each entry can be marked "reconciled" or "needs review", and month-end P&L, cash flow and receivables all export to PDF in one tap.
- Share a supplier’s quote into the document tray, or scan it with the camera or import a file
- Tap “Sign”, write your signature, drag it into place, and add a date stamp if needed
- Tap “Done, generate PDF” and the signed file is created immediately
- Tap “Share with supplier” to send it back, or keep it in the tray for later
Your signature is saved after the first use, so next time it is one tap. Several documents can be merged into one and long files split apart; exports can be PDF, JPG or plain text, bundled as a ZIP or password-protected. Documents are visible only to the person who created them.
- Open the Material Calculator and pick a work item: flooring, walls/ceiling, masonry, board, trim
- Enter the dimensions or area, and the spec
- Set the waste rate (cutting included) to get the actual quantity to order
- Copy the result as text and send it straight to the vendor to order
No more hammering at a phone calculator — get the waste factor right, so you don't over-order and let it spoil, or under-order and stall the crew.
- Open the Almanac and choose the occasion: groundbreaking, ground-digging, bed-setting, moving in, signing…
- The system lists upcoming days that are "auspicious" for that occasion
- Tap any day to see its full do/avoid list, clash sign and lunar-calendar details
With the old master retired and the elders away, you can find a good date yourself — and the project schedule flows more smoothly.
- Open the Calendar and view by month or week
- Schedules and todo due dates are marked on the dates in distinct colors
- Optionally connect Google Calendar to show your personal events alongside
- Tap any day to expand everything happening that day
Cross-site scheduling and todos laid out on one calendar — what to do today, seen at a glance.
- A manager posts an announcement from the admin console, in three levels: normal, important, urgent
- Employees receive it on opening the app, with an unread count on the bell
- Urgent announcements show a full-screen prompt to make sure they are seen
- All announcements can be revisited in the Announcement Center history
Holiday notices, site safety, last-minute changes — kept in one place, no longer drowned in group messages.
Admin Console (managers only)
After logging in as a manager, tap the gear icon at the top right to enter the console. Employee accounts can't see these settings.
User Management
Invite employees, assign roles, suspend or delete accounts, and reset passwords. Your plan's seat usage shows at the top of the page, so you always know how many more you can add.
Permission Management
Set which features each employee can access, item by item; or apply a "Manager / Designer / Crew" role preset to configure permissions in one tap.
Announcements
Post company-wide announcements in three levels — normal / important / urgent. Urgent ones show a full-screen prompt in the employee app to guarantee delivery.
Report Export
Each site's QC, materials, procurement and todo records compile into a PDF in one tap — to file or hand directly to the client.
Login Records & Backup
Review members' login records to keep an eye on access; the system backs up data automatically and can restore to a specific point in time when needed.
Capacity Management
View photo and file storage usage and track your plan quota. When space runs low, buy more or archive old sites to free it up.
System Settings
Set the company address and GPS coordinates (the basis for employee check-in), the date/time format, and other company-wide basics.
The first person to create the company account automatically becomes a manager. You can later promote other members to manager in Permission Management, or open up individual features.