Creating and managing sites

Sites are the building blocks of your company - here's how they work

Amy Dignon avatar
Written by Amy Dignon
Updated over a week ago

What are sites?

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 tasks into departments within a site (eg. Kitchen, Front-of-House etc).

How do I create a new site? (Team & Standard Plans only)

  • Simply head to your 'Site Settings' via the admin navigation in the top right-hand corner

  • Click 'New Site'

  • Name the Site & add the business hours that reflect when the site is open. More on business hours here

  • Next, either choose a live date or set the site live to start completing tasks.

🚨 Note: Setting a new site live will incur a charge as Trail charges per live site

Why can't I edit my site settings?

Different permission levels within Trail will determine the changes that can be made to a site by a user.

  • Admins can create & manage all sites, including their site statuses, there's more information on site statuses below.

  • Managers can update the details and business hours at their own site(s). They can't change the site status, e.g. deactivating a site.

  • Teams don't have access to site settings.

If you're unable to see your site settings, or you're unable to make the desired changes it's worth reaching out to your admin. If you're not sure who your admin is, feel free to reach out to and we can help!

Here's some more on User Roles & Permissions.

Site Status

The site status influences whether tasks can be assigned, completed, or reported on. It also affects the subscription cost as Trail charges per live site.

The status is changed in the settings header.

A site can be in one of 5 statuses:

  • Demo - Every organisation gets a Demo Site to test tasks and train teams. It's not included in reports and is completely free. This is where you can see how tasks will look and perform to your teams before they are set live on another site.

  • Inactive - 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.
    💡 Note: Sites in Setup are not included in reports, do not send Digest Emails and are free until the live date. Digest Emails & Reports are available on The Standard Plan only.

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

  • Archive - 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.

  • Deleted - 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, as explained above. There's more on Subscriptions & Billing here

Business Hours

A site's business hours are managed from the Site Settings page, by selecting the site. From here, certain weekdays can be closed, or specific dates closed - there's more on Business Hours here.

🚨 Note: Closing days will not pause the subscription.

Assigning tasks to a new Site

  • Filter the Manage Task page by the site that tasks need to be shared from - use the filters in the top left corner of the Manage Tasks page

  • Select one, two, three or all tasks 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 the new site(s)

  • This won't remove them from the old site, it just adds them to the new site.

How do I assign sites to an area?

For larger organisations, it might be worth grouping sites by area. Areas can be used to group sites by location, or by specific groups (e.g. organised by which Operations Manager the site reports to).

💡 Note: Areas are only available on The Standard Plan

  • First, an Area will need to be set up - more on setting up areas here.

  • Next head to 'Site Settings' using the admin navigation in the top right-hand corner

  • Select the site to assign to an area

  • In the site settings you'll see a dropdown that says 'Area' from there pick from the available list

  • Save & close the changes

Did this answer your question?