Frequently asked questions

KaelSite is construction site management software for the UK, available as a mobile app and on the web. It brings your site inspections, issue tracking, safety reporting, certificates and permits, and project records together in one place. Build your own digital inspection forms, complete them offline, capture photos, videos, voice notes and geotags, and publish professional PDF reports.

It's made for anyone working in construction, from site managers, supervisors and temporary works teams to specialist trades, sole traders and small firms, and it's built around CDM 2015. It's quick to learn, so you can use it from the day after you start.

KaelSite is designed for everyone with a share in construction, from large contractors to sole traders and small teams. If you inspect, supervise, record or report on work on a UK building site, it's built for you.

That includes:

• Site managers and supervisors, including those trained through SMSTS and SSSTS courses


• Temporary works coordinators and supervisors (TWC and TWS)


• Health and safety advisers and compliance officers


• Principal contractors, contractors and subcontractors


• Specialist trades, such as scaffolders, groundworkers, electricians and roofers


• Sole traders, independent consultants and small construction firms

KaelSite works on your phone and on the web, offline when there's no signal, and it's built around CDM 2015. You don't need an IT department or lengthy training, so you can start using it the day after you begin a job.

Yes. KaelSite is an offline-first construction inspection app, so you can keep working on site with no signal. Open your digital inspection forms, complete inspections, log issues, and capture photos, videos, voice notes and geotags, all without a connection. Your work is saved on your phone and syncs automatically when you're back online, so nothing is lost in basements, tunnels, remote plots or anywhere else the signal drops.

Features that need a connection, such as the AI Report Drafter and AI Training Coach, work again as soon as you're back online.

Compliance with CDM 2015 and BS 5975 comes from how you and your team manage the work, not from the software you use. What KaelSite does is make that work easier to keep on top of. It's built around CDM 2015, so you can build your own digital inspection forms to match the checks your project needs, record inspections and issues with photos, videos and signatures, track them through to closure, and keep certificates and permits under watch with expiry alerts. Everything is stored in one place with a full audit trail, ready to show when someone asks.

KaelSite's AI Training Coach can also help you understand areas such as CDM 2015 and BS 5975. It's a learning aid, so check important decisions against the official guidance and with a competent person.

Yes. KaelSite's Form Studio lets you build your own digital inspection forms, so you can match the checks your project needs instead of working around someone else's paperwork. You can start from scratch, or start from a ready-made inspection template and adjust it to suit.

Once a form is ready, your team can complete it on their phone on site, even with gloves on and even with no signal, adding photos, videos, voice notes and geotags as they go. Use it for scaffold inspections, plant checks, welfare facilities, RAMS checks, general site inspections or anything else your project needs to check, then publish the results as a PDF report.

KaelSite's AI features are built to help you with the writing and the learning. You stay in control of the result.

AI Report Drafter. Open a report, choose an AI-drafted report and tell KaelSite what it should cover. It prepares a first draft from your inspection data and opens it in the built-in editor. From there, review it and make it yours. To change a section, select the text, tell the AI what you'd like different, and it revises that part. When you're happy, publish the report as a PDF.

AI Training Coach. Ask a question about CDM 2015, BS 5975, your project's standards or something that has come up on site, and get a plain-English explanation. It helps you understand and learn as you work.

AI can make mistakes, so treat its drafts and answers as a starting point. You check and approve every report before it's published, and you check important decisions against the official guidance and with a competent person.

Yes, protecting your project data is a core part of how KaelSite is built. Your data is hosted on Amazon Web Services in the UK (London) and sent over encrypted connections. You control who joins your project, because people can only be added with your unique code, and you decide who can see what. What each person records stays theirs, and nobody else can delete it, not even the project owner, so your records keep a trustworthy audit trail.

KaelSite is developed and provided by Finodax Ltd, a UK-based company, and we handle personal data in line with UK GDPR. You can read how in our Privacy Policy.

Yes. You can bring everyone with a share in the job onto your KaelSite project: site managers, supervisors, foremen, temporary works coordinators, subcontractors and specialist trades. Share a unique code and they can join. Only people with the code get in, and as the project owner you decide who can see what.

Once your team is in, everyone works from the same live project records, on their phone on site or on the web in the office. What each person records stays theirs, so nobody else can delete it, not even the project owner. That keeps a clear audit trail of who recorded what and when.

Yes. KaelSite syncs with Google Calendar and Microsoft Outlook calendars, so the dates that matter to your project show up alongside everything else in your diary. Certificate and permit expiry dates, inspection deadlines and issue due dates can go straight into your calendar, so you get a reminder where you already look, on your phone or at your desk.

Connect your calendar once from your account, and KaelSite keeps your dates up to date.

Yes. KaelSite works on the web as well as on your phone, so you can use it from any desktop or laptop browser, with nothing to install. Sign in with the same account you use on your phone and you'll see the same live project records in both places.

The web version suits the office: build your inspection forms in Form Studio, write and edit reports, manage your team and review what's been recorded on site. The mobile app suits the field, where you complete inspections, log issues and capture photos, videos, voice notes and geotags, even with no signal. Start on site, finish in the office, and it all stays in step.

KaelSite offers a range of plans, from a single-project plan for sole traders to plans for larger construction teams, so you only pay for what you need. You can pay monthly or yearly, and you can move up to a bigger plan as your work grows.

Plans differ in the number of projects, inspections per month, team members, storage and AI features. Every plan includes unlimited issues, notes, notifications and bespoke inspection checklists. To see current prices and compare what each plan includes, check our Plans page.

Yes. KaelSite turns your inspection records into professional PDF reports. Write your report in the built-in editor, or let the AI Report Drafter prepare a first draft from your inspection data. Review it, make it yours, and publish it as a PDF in a tap, ready to share with your client, principal contractor or team. You can also save a copy of your report to your own device at any time.

Need to send one file? The PDF merger combines several PDFs into a single document. If you work with figures, import your CSV or Excel files, edit them in the built-in spreadsheet and export the results as CSV. Everything is included in your KaelSite account, so there's no need to buy extra software.

You can cancel or change your plan at any time from your account. Before you go, save what you need: publish your reports as PDFs, save copies to your device and export your spreadsheet data as CSV. For what happens to your projects and records after you cancel, see our Terms of Service or contact us and we'll walk you through it.

Yes. The KaelSite mobile app is available for iPhone and iPad (iOS) and for Android phones and tablets. Download it from the App Store or Google Play, sign in with your KaelSite account, and you'll see the same live projects and records you have on the web.

The app is built for site conditions. It works offline, so you can complete inspections, log issues and capture photos, videos, voice notes and geotags with no signal, and it syncs automatically when you're back online. Prefer a bigger screen in the office? KaelSite also works in any desktop or laptop browser, with nothing to install.

You do. The projects, inspections, issues, photos, documents and reports you create in KaelSite belong to you or your company, and Finodax Ltd doesn't claim ownership of them. We store and process your data only to provide KaelSite to you, and we handle personal data in line with UK GDPR. Our Terms of Service and Privacy Policy explain exactly how.

Within your project, you stay in control. People can only join with your unique code, you decide who sees what, and what each person records stays theirs, so nobody else can delete it, not even the project owner. You can publish your reports as PDFs, save copies to your device and export your spreadsheet data as CSV, so you can always keep copies of your work.

KaelSite is built to be your assistant for organising the everyday work of a build, not another system you have to set up and learn. You don't need a company or a work email address to start, it works on both mobile and web with one account, and it's simple enough to use from the day after you begin a job. It's made for everyone with a share in construction, from sole traders and small teams to larger contractors, so you aren't paying for a big-business platform you don't need.

No. You can sign up as an individual with your own email address, without a registered company or a work email. That makes KaelSite practical for sole traders, self-employed supervisors, independent consultants and anyone who moves between employers or contracts. If you do run a company, you can bring in your team and subcontractors with a unique code.

No. KaelSite is made for anyone with a share in construction, from sole traders and small firms to larger teams. There's a plan to suit one project or many, so you only pay for what you need, and there's no big IT setup or lengthy training. If you can use a phone, you can use KaelSite.

No. KaelSite works on your phone on site and on the web in the office, with one account and one set of live records, so you never have to copy anything from one place to the other.

Select Delete account in the app, or go to panel.kaelsite.com/settings/delete-account/, and confirm with the code sent to your phone. You can also request deletion by emailing [email protected] with "Account deletion request" in the subject.

Your account is deactivated immediately and you are logged out everywhere. Your subscription is set to cancel at the end of the current billing period, so you will not be charged again. You will also get an email with the exact date your data will be permanently deleted.

No. Your subscription is set to cancel at the end of your current billing period as soon as you request deletion.

Yes, during the grace period. Log in and select Reactivate your account? to restore everything as it was. If your subscription had already ended, you will choose a plan again.

Until whichever is later: 14 days after your request, or the end of your current subscription period. You will get a reminder email a few days before it ends.

Your account stays frozen and your data stays safe until the grace period ends, at which point it is permanently deleted.

You, your projects, files, notes, inspections and AI chats, including files in storage.

Billing records, such as invoices, payment history and Stripe identifiers, are kept because UK law requires it. They are kept separately from your account and are not affected by the deletion. We also keep a log that a deletion happened, with no personal data in it.

Yes. Email [email protected] from the email address registered to your account, with "Account deletion request" in the subject. We delete your account and personal data, except anything we are required or permitted to keep by law, security, fraud-prevention or regulatory requirements.

Can deletion be undone after the grace period ends?

Go to Manage Subscription, select Manage payment methods in Stripe, and cancel it there in Stripe's billing portal.

No. You keep full access until the end of your current billing period.

You have no active plan, and all your projects are frozen.

No. Cancelling only affects your subscription. Your account and data are not deleted. See Delete your account if that's what you want instead.

Yes. Go to Manage Subscription and choose a plan.

In Stripe. KaelSite sends you to Stripe's billing portal to manage or cancel your subscription.

Kael is the KaelSite AI assistant, built into KaelSite to support construction professionals. Kael helps with questions about the platform, project information, supported document and photo analysis, advisory checks and report drafting. See Meet Kael, your AI assistant in KaelSite

Yes. Kael is designed for construction workflows and works within KaelSite, supporting construction professionals with relevant information and supported project tasks. See Meet Kael, your AI assistant in KaelSite

Kael can provide advisory checks against specified rules and help users examine relevant information. It does not certify compliance or replace a competent person's assessment. See Check compliance with Kael

Yes, in plain English. Always check important decisions against official guidance.

Kael supports document and photo analysis to help identify and organise relevant findings. Users should verify the results against the original evidence and applicable requirements. See Analyse photos, documents and voice notes with Kael

Kael can draft reports using supported inspection and project information. Use the AI-drafted report button, then review and edit the draft before you publish it or rely on it. See Draft a report with Kael, your AI assistant

Kael works with information available to it within your KaelSite account, subject to your permissions and the functionality available to your account. You also choose which documents, photos and voice notes Kael analyses. See Meet Kael, your AI assistant in KaelSite

No. Kael is a support tool. Qualified professionals remain responsible for assessing risks, verifying information and making operational and compliance decisions. See Meet Kael, your AI assistant in KaelSite

Sign in to the KaelSite panel, open the Kael AI assistant chat and ask a question or describe the task you need help with. Available features depend on your account. See Plans and Meet Kael, your AI assistant in KaelSite

No. Kael is the KaelSite AI assistant, built for construction professionals and available on kaelsite.com and inside the KaelSite panel. It is not related to other products that share the name.

Yes. You can ask the Kael AI assistant on kaelsite.com about KaelSite’s features, help articles and plans. To use Kael with your own projects, sign in to the KaelSite panel. See [plans page] for what is available. See Kael, the KaelSite AI assistant on kaelsite.com

Kael works with the information in your own KaelSite account, and you choose which files it analyses. See Kael and your data and our privacy policy for the full detail.

Yes, like any AI assistant. Check anything that affects safety, cost or compliance, and get a qualified person to review important decisions. See What Kael can’t do, and when to get a qualified person to review.

No. It helps you understand and draft, and you review everything.

Yes. The KaelSite mobile app includes the Kael AI assistant. Sign in to the app, open Kael and ask a question or describe the task you need help with. Available features depend on your account.

Sign in to the KaelSite panel, open Mobile Devices from your account menu, and scan the QR code or use the store links shown there to download the app. Then sign in with your KaelSite account. The Mobile Devices page always shows the current download options.

Yes. It is the same KaelSite AI assistant, working with the information in your own KaelSite account. Which features you can use depends on your account and on what the mobile app supports.

You can ask Kael how to do something in KaelSite, ask it to explain a construction topic, or ask about your projects, work items and documents. You can also ask Kael about a photo or voice note already in your account. It is useful when you need a quick answer and don’t have time to go back to the office.

Yes. Kael needs a connection to your KaelSite account to answer, so make sure you have mobile data or Wi-Fi.

Yes. Your chats are kept in your chat history, and you can reopen your earlier conversations in the app and carry on in them. Whether you can start a new chat depends on your account.

Kael on mobile follows the same rules as on the web. It works with the information in your own KaelSite account, and you choose which files it analyses. See Kael and your data and our privacy policy.

No. Kael is an AI assistant, so it can make mistakes, and its analysis and compliance checks are advisory. Verify what matters against the original evidence, and get a qualified person to review safety-critical decisions. See What Kael can’t do, and when to get a qualified person to review.

Not in the Kael chat. Upload photos and voice notes to your project, work item or inspection as usual, then ask Kael about them by telling it where they are. For example: “What does the photo on the scaffold inspection show?” or “What does the voice note on this work item say?”

Yes, in your phone’s web browser. Report drafting uses the KaelSite report editor, which runs in a browser rather than in the mobile app. Open the KaelSite panel in your phone’s browser, sign in, and use the AI-drafted report button as you would on a computer. For long reports, a larger screen is usually easier for reviewing and editing. In the mobile app, you can still ask Kael about your inspections and project information.

A risk assessment and method statement describing how a specific job will be done safely.

Yes, start from one you’ve already written and change only what differs.

The project owner, or any project member the owner assigns. 

A document setting out how health and safety will be managed during the construction phase, required under CDM 2015.

Per project. Job-specific methods go in a RAMS.

The project owner, or a team member they assign.

The Control of Substances Hazardous to Health regulations, covering how hazardous substances are managed at work.

Yes, attach it to the substance.

Add the new revision as a new version; the old one is archived.

No, the editor is built into KaelSite.

Yes, combine your report with other PDFs into one document.

Yes, select the text and ask Kael to edit or change it.

Reports are written on the web, which you can open in your phone’s browser.

Yes, the datasheet works like a spreadsheet, so you can use your own formulas and data.

Yes, and documents too.

Datasheets are used on the web, which you can open in your phone’s browser. Notes can be added in the mobile app.

A place to log and store communications with project members and clients, with the detail kept with the project.

Other members of your project and the project’s clients.

It gives you a written record you can refer to if something is questioned later.

Yes, you can connect more than one mobile device to the same account. The number depends on your plan, so check the Plans page.