In Trail, everything revolves around Sites. A Site might be a Location, Property or Unit - usually a distinct physical area with its own processes and reporting.

Tasks and Users are assigned to Sites, and tags are often used to organise them into Departments within a Site (eg. Kitchen, Front-of-House etc).

Creating a new site (Team & Standard Plans only)

  • Simply head to your 'Site' settings via the panel in the top right hand corner

  • Click 'New Site' and fill in the fields

Permissions in Site settings

  • Admins can create & manage all Sites, including Statuses

  • Managers can update the details and business hours at their own Site(s). They can't change the Site Status.

  • Teams don't have access to Site settings

Site Status

The site status influences whether tasks can be assigned, completed, reported on. It also affects the subscription cost

The status is changed in the settings header

A site can be in one of 5 statuses


Every organisation gets a Demo Site to test tasks and train teams. It's not included in reports and is completely free.


Tasks and Users can be assigned, but tasks won’t appear until a live date is set. It's not included in reports, and is completely free until it goes live.

Setup - e.g. 6 days to Live Date

A live date has been set. Tasks are created and can be tested ahead of going live. It's not included in reports and is free until the live date.


Tasks are created, the results are saved and the site is scored in reports. It's included in the subscription count.


An old Site that's no longer in use. Historical data is always available. Tasks and Users can't be assigned, and it's not included in the subscription count.


The Site is permanently deleted, together with its historical records.

Minimum Sites

As part of your subscription agreement you may have a minimum site requirement. This will mean that you will always be charged for a minimum number of sites, regardless of status. You'll know if there are unused sites as there will be a banner on the sites page.



In the majority of cases, your subscription cost is based on the number of Live Sites. You may also have a minimum subscription count, explained above. There's more on Subscriptions & Billing here.


Business Hours

A site's business hours is managed in its settings. From here, certain weekdays can be closed, or specific dates closed. Closing days doesn't pause the subscription. There's more on Business Hours here


Assigning tasks to a new Site

  • Filter the Manage Task page by the Site you want to copy from - use the filters in the top left corner

  • Select one, two, three or all tasks you want to assign to the new Site (or any others!)

  • Use the bulk assign function in the top left of the Manage Task page to assign to your new Site(s)

  • This won't remove them from your old Site, it just adds them to your new Site

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