Frequently Asked Questions

ProdTracker is a web-based production management and task tracking system. It's designed for teams and individuals who manage recurring tasks on a regular schedule — daily, weekly, monthly, or beyond. Think of it as a digital checklist that never stops: set up your tasks once, and ProdTracker automatically generates them on your chosen schedule, so you never have to recreate a to-do list again.

ProdTracker works for any team or individual that has recurring tasks. While it was originally built for the media and broadcasting industries, it can easily be adapted across many sectors including manufacturing, facilities management, education, and general operations. If you currently rely on paper checklists, spreadsheets, or whiteboard schedules, ProdTracker is a natural upgrade.

No. ProdTracker is entirely web-based and works in any modern browser on desktop, tablet, or mobile. There is no app to download or install. Simply log in from any device and you're ready to go.

Traditional to-do lists are one-time — you create them, complete them, and start fresh. ProdTracker is built for recurring workflows. You set up your tasks once with a schedule (daily, weekly, monthly, etc.), and they automatically appear on the right days. You can look back at what was completed last week or look ahead to see what's coming in the weeks ahead. It's the difference between printing a new checklist every week versus having one that just keeps going.

Head to the Sign Up page. You'll need to provide your name, organisation details, email address, and create a password (minimum 8 characters with both letters and numbers). You'll also select a subscription plan. Once registered, you'll receive an email to verify your address — click the activation link and you're in.

Yes. The Introductory plan is completely free and includes 1 user, 2 projects, 5 active tasks per project, and 5 custom fields. It's a great way to try ProdTracker and see if it works for your needs before committing to a paid plan.

Yes. When you sign up, you get a 90-day free trial of the Business Lite plan, giving you access to 10 users, 5 projects, and 20 tasks per project — no credit card required to start. At the end of the trial, you can choose to subscribe to any paid plan (a card is required at that point) or continue on the free Introductory plan. We also offer a 30-day no-questions-asked refund policy after your first payment.

After activating your account, log in and you'll be able to:

1. Select or create a Project from the project selector in the navigation bar
2. Go to Manage > Tasks to create your first task
3. Configure your task's schedule (daily, weekly, etc.), active days, and any custom fields
4. Head to the Tracker to see your tasks laid out across the weeks

ProdTracker supports six scheduling intervals, of which these intervals are fixed and ranges can not be overlapped.

• Daily — Tasks appear every day
• Weekly — Tasks repeat on the same day(s) each week
• Every 28 Days — A rolling 28-day cycle, useful for tasks that don't align with calendar months

The following intervals are flexible placeholders, and date entries can be placed at any time within these intervals. These are good as reminders for tasks that need to happen on a regular basis but don't need to be tied to specific calendar dates.

• Monthly — Tasks appear once a month
• Quarterly — Tasks appear every 3 months
• Yearly — Tasks appear once a year

Yes. When setting up a task, you can select which days of the week it should be active — for example, Monday to Friday only, weekends only, or any combination. This is set through the Days Active field in your task's settings.

You can configure how many weeks to display in the tracker, from 1 up to 52 weeks. The default is 10 weeks. You can change this in your account profile settings.

Yes. The tracker shows historical data, so you can scroll back to see which tasks were completed, when they were done, and by whom. This is useful for audits, handovers, or simply reviewing what's been accomplished.

You can change a task's interval, active days, start date, and other settings at any time through Manage > Tasks. Changes take effect immediately. Historical data for the task is preserved, so you won't lose any past records.

Go to your Account section and navigate to Team Members. From there, you can send email invitations. Each invitation includes a role assignment (Owner, Admin, Manager, Editor, Viewer, or Reporter). The invitee will receive an email with a link to accept and create their account or link their existing one.

ProdTracker supports several roles:

• Owner — Full access including billing and subscription management
• Admin — Manage users and settings, but no billing access
• Manager — Create and edit content, view reports
• Editor — Edit tasks only
• Viewer — Read-only access to tasks and data
• Reporter — View data and reports

The number of users depends on your plan. The free Introductory plan supports 1 user. Paid plans range from 1 user (Casual) up to 25 users (Business Pro + API). Enterprise plans offer unlimited users. You can see the full breakdown on the pricing section of our homepage.

Yes. Team invitations expire after 7 days. If an invitation expires, you can simply send a new one. You can track the status of all pending invitations from the team management page.

A project is a way to organise your tasks into groups. For example, you might have one project for "Studio A Production", another for "Building Maintenance", and a third for "Marketing". Each project has its own set of tasks, settings, and data. You can switch between projects using the dropdown selector in the navigation bar.

This depends on your plan. The Introductory and Casual plans include 2 projects. Business Lite offers 5, Business Pro offers 10, and Business Pro + API offers 20. Enterprise plans include unlimited projects.

Yes. A single user account can be a member of multiple organisations, each with their own projects and tasks. You can switch between them using the project selector in the navigation bar.

Custom fields let you add extra data to your tasks beyond the defaults. You can add fields for things like notes, URLs, numbers, dates, images, or yes/no toggles. This means you can adapt ProdTracker to capture exactly the information your workflow needs.

ProdTracker supports a variety of field types:

• Plain Text — Short text input
• Long Text — Multi-line text area
• Number — Numeric values
• Web URL — Links with clickable preview
• Day Selector — Select days of the week
• Image — Image reference
• Boolean (Yes/No) — Simple toggle
• Date — Date values

Yes. Each task can be assigned a background colour from a palette of pastel colours. This makes it easy to visually distinguish between different tasks on the tracker at a glance.

Yes. Each field has a "Visible for JSON" setting that controls whether it appears in public or exported views. This lets you have internal-only fields alongside public-facing ones.

Yes. Individual tasks can be set to "Public View", which generates a unique URL that anyone can access without logging in. This is useful for sharing schedules with external stakeholders, clients, or anyone who needs visibility but doesn't need a full account.

Public task links only show the data you've marked as visible. Internal fields remain hidden. The link uses a unique identifier, so only people with the link can view the task. You can disable public access at any time by turning off the "Public View" setting on the task.

Yes. All plans include JSON output capability, which allows you to integrate your ProdTracker data with other systems or display it on external websites and dashboards.

We process payments through Stripe, which supports all major credit and debit cards. Your payment information is handled securely by Stripe — we never store your card details on our servers.

Yes. All paid plans offer both monthly and yearly billing. Yearly billing provides a discount compared to paying monthly. For example, the Business Pro plan is $60/month or $700/year (saving $20).

Yes. You can change your plan at any time from the Account > Billing & Subscription section. When upgrading, you'll gain immediate access to the higher plan's features and limits. When downgrading, please ensure your current usage (users, projects, tasks) falls within the new plan's limits.

When your 90-day free trial ends, your account will automatically move to the free Introductory plan. Your data is preserved — nothing is deleted. If your usage exceeds the Introductory plan limits, you'll be prompted to upgrade to continue adding new tasks, projects, or users.

Yes. We offer a 30-day no-questions-asked refund policy after your trial period ends. If ProdTracker isn't right for you, simply contact us within 30 days of your first payment for a full refund.

If a payment fails, your subscription enters a grace period during which you retain full access. We'll notify you so you can update your payment method. If the issue isn't resolved within the grace period, your account will revert to the free Introductory plan — but your data is never deleted.

You can manage or cancel your subscription at any time from Account > Billing & Subscription. Cancellation takes effect at the end of your current billing period, so you'll continue to have access until then. Your data remains on the free Introductory plan after cancellation.

Yes. For organisations that need unlimited users, projects, tasks, and custom fields, we offer Enterprise plans with custom pricing. Contact us to discuss your requirements.

Your passwords are encrypted and can't be read by anyone, even our team. We protect against common attacks, use CAPTCHA to verify you're human on login, and all payment processing goes through Stripe — we never store your card details on our servers.

No. All data is strictly separated by organisation. Users can only see data belonging to the organisations and projects they are a member of. Role-based access control ensures users only have access to the features their role permits.

Your data is stored securely on our servers. For specific data residency requirements, please contact us to discuss your needs. For more details, please review our Terms & Privacy page.

ProdTracker works in all modern browsers including Chrome, Firefox, Safari, and Edge. The interface is responsive and works on desktop, tablet, and mobile devices.

Yes. ProdTracker is fully responsive and designed to work on mobile devices, however you will get the best experience on a tablet or desktop. There is no separate app to download — simply visit ProdTracker in your mobile browser. The interface adapts to your screen size automatically.

API access is available on select plans. The Introductory and Business Pro plans include read-only API access. The Business Pro + API and Enterprise plans include full read and write API access. The API allows you to integrate ProdTracker data with other systems and build custom integrations.

Yes. Each user can set their own timezone in their account profile. This ensures that task dates and times are displayed correctly for your location.

Yes. ProdTracker can send email notifications for account activities including team invitations, account activation, and password resets. Scheduled email reminders for tasks are also available.

Click the "Forgot Password" link on the login page. Enter your email address and you'll receive a password reset link. The link will allow you to set a new password for your account.