G.J. Software (GJS) is the central platform for managing all aspects of home building operations at G.J. Gardner Homes. The platform comprises three portals:
Builder Portal — The primary application used by franchise offices, Master areas, and Corporate to manage sales, jobs, estimating, scheduling, contacts, and reporting.
Australia: builder.gjgardner.com.au
New Zealand: builder.gjgardner.co.nz
Customer Portal — A client-facing portal where homeowners track the progress of their build.
Australia: customer.gjgardner.com.au
New Zealand: customer.gjgardner.co.nz
Supplier Portal — A portal for subcontractors and suppliers to interact with job orders and related documentation. The Supplier Portal has its own dedicated login URLs by region:
Australia: supplier.gjgardner.com.au
New Zealand: supplier.gjgardner.co.nz
This knowledge base focuses on the Builder Portal. Unless stated otherwise, all articles refer to the Builder Portal interface and workflows.
This guide introduces new users to the Builder Portal's overall interface, main navigation elements, and how to move between different modules and features.
Understanding the G.J. Software interface
The G.J. Software interface consists of several key areas that work together to provide access to all system functionality. Understanding these elements helps users navigate efficiently and locate the tools they need.
Main interface components
The interface is organised into the following areas:
Top navigation bar — Contains quick-access tools and system-wide functions
Sidebar navigation — Provides access to main modules and features
Workspace area — Displays the current page, forms, or data tables
Header elements — Shows user information and notifications
Top navigation bar
The top navigation bar runs across the top of the screen and provides quick access to frequently used tools and system settings. The navigation bar remains visible regardless of which module or page the user accesses.
Google Apps menu
The Google Apps icon provides access to integrated Google applications.
Click the Google Apps icon in the top navigation bar.
Select the required application from the dropdown menu:
GDrive — Opens Google Drive folders available to the user account in a separate browser tab.
GMail — Opens the user's Gmail inbox in a separate browser tab.
Calendar — Opens the user's Google Calendar in a separate browser tab.
Account — Opens settings for the user's Google account.
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Go To menu
The Go To menu provides access to additional applications and resources integrated with G.J. Software.
Click the Go To icon in the top navigation bar.
Select the required application from the dropdown list.
The Go To menu includes the following options:
Sandbox
The Sandbox is a replica of the office's live data, updated weekly. It provides a safe environment for training or testing new functionality without affecting live data. Changes made in the Sandbox are replaced with a new snapshot of live data the following week. The Sandbox does not connect to external services like Gmail, so it does not send emails. When accessing the Sandbox, a bright red banner displays across the screen, making it easy to distinguish whether the user is operating in the live version or the Sandbox. The Sandbox is only accessible at the office level.
Reports
Opens the reports menu where users can view reports based on their Office Role and Permissions.
Plan Bank
Opens Plan Bank in a new browser tab and automatically logs the user in using Google Single Sign-On (SSO).
Learning Management
Opens the Learning Management System (LMS) in a new browser tab. The system automatically logs the user in with Google SSO.
Note: Sometimes when a user tries to access the LMS for the first time, a red error may appear. If this happens, close the window and try to access the LMS again. Contact Franchisor support if LMS access issues persist.
G.J. Manage Mobile App
Displays a QR code that can be scanned with an iOS device to download the GJ Manage mobile application.
Help menu
The Help icon provides access to documentation, support, and system information.
Click the Help icon in the top navigation bar.
Select an option from the menu.
The Help menu includes the following options:
Open Help Doc — Opens the knowledge base article relevant to the current page in a new browser tab.
Send request to support — Opens the support chat interface where users can search the knowledge base, submit a support ticket, chat with a member of the support team, or submit feedback and feature ideas.
System Info — Displays technical information about the current system environment, such as the software version and browser details. This information is primarily useful when requesting support.
Acceptable Use Policy — A direct link to the G.J. Gardner Homes acceptable use policy.
ToDo tasks
The ToDo icon displays in the top-right area of the screen. A red circle on the icon indicates new tasks in the workbox.
Clicking the ToDo icon navigates the user to the To-Do management screen, where they can view, create, and manage all assigned tasks. For detailed information on working with To-Do tasks, see Managing To-Do Lists.
SMS
The SMS icon in the top navigation bar links to the SMS page, where the user can view incoming SMS messages. A notification badge on the icon displays the number of unread messages.
User profile menu
The user profile menu appears in the top-right corner of the screen, displaying the user's name.
Click the user name in the top navigation bar.
Select an option from the dropdown menu.
The user profile menu provides access to:
Profile Photo
Upload a profile photo to the user account. The image must be a .JPEG, .JPG, or .PNG file, at least 200x200 pixels, and less than 5 MB in size.
From the dropdown menu, select Picture Photo.
Click the Upload file icon, or drag and drop the image onto the form.
Click Save.
The user can remove the current profile photo by clicking the Delete icon.
User Signature
Upload an image of the user's signature for signing documents.
From the dropdown menu, select User Signature.
In the User Signature form, click the Browse file icon or drag and drop the signature image onto the form.
Click Save.
The user can remove the current signature by clicking the Delete icon.
Tip: Crop the signature image as tightly as possible before uploading to avoid unnecessary white space in documents where the signature appears.
Change Password
To change the password, select Change Password from the dropdown menu. The system redirects to the Google Account security page, where the user follows the standard procedure for changing their Google password.
Logout
To log out of the system, click the user name and select Logout from the dropdown menu.
Sidebar navigation
The sidebar navigation appears on the left side of the screen and provides access to the main modules and features of G.J. Software. Each module expands to reveal additional sub-sections and pages.
Note: Access to each menu, section, and page within the sidebar navigation is controlled by the user's Office Role permissions, which are configured in Setup > Manager > Office Roles and Permissions.
Main modules
The sidebar includes the following main tabs and pages:
Dashboard
Displays key performance indicators, charts, and data tables that provide quick insight into business operations. The Dashboard shows different widgets based on the user's role and permissions. For detailed information, see Platform Basics: Dashboards and Widgets.
Sales
Provides access to lead management, sales folders, and the Request for Quotation (RFQ) management system. The Sales module includes:
Leads — The main leads list view for managing all sales leads.
Leads Board — A Kanban-style board view of the leads list.
RFQ Management — Quick access to all quotes for leads.
House and Land — Create and manage house and land packages published on the G.J. Gardner website.
Budgets — Sales and lead budgets that the franchise owner can use to adjust how sales and lead targets display on the dashboards.
Jobs
Provides capability to manage jobs, including specifying job details, preparing specifications, producing communications, developing job estimates, and completing jobs. The Jobs tab includes:
Jobs List — A list of all existing jobs in the system.
Job Financials — View and compare financial data across jobs.
Job Variations / Change Orders — Create Variations / Change Orders for existing jobs.
Job Orders — Create and send purchase orders from the system.
Job Specifications — View existing job specs and create new ones.
Colour Selections — View existing colour selections and produce new ones for existing jobs.
Accounting
Manages financial transactions, Claims / Draws, and integration with Xero.
Claims / Draws — Create Claims / Draws, view claim status and previous payments, and generate invoices that are sent to Xero.
Xero Synchronisation — View the status of the most recent Xero synchronisations. Users can also trigger new syncs manually from this page.
Schedules
Manages construction timelines and related scheduling tasks.
Sales Schedules — Schedules related to the sales process.
Pre-Construction Schedules — View and manage schedules for jobs that have not yet gone to slab, presented in a worksheet view.
Construction Schedules — A list of all existing jobs with schedules. This is the primary tool for managing the build process.
Maintenance / Warranty Schedules — Schedules for handling Maintenance / Warranty tasks after handover.
Estimating
Tools for creating and managing house plans, job estimates, price books, and bulk operations.
House Plans and Estimates — Create and manage all house plans and estimates that are added to price books.
Job Estimates — Estimates created once a job exists. Used to prepare a job for purchase orders after the construction schedule has been created.
Price Books — Create and manage price books for sales and Variation / Change Order pricing. Price books are lists of items and/or house plans that can be added to quotes.
Bulk Update — Perform bulk actions such as adding, updating, or removing items across house plans, estimates, or components.
Bulk Delete House Plans — Find and delete unused house plans, estimates, or quick quotes that meet certain date criteria, to reduce clutter and improve system performance.
Manager
Management reporting and specialised administrative functions.
EoM Reports — Produce end-of-month reports, with a checklist of items to complete before generating the reporting package.
WIP Profit Adjustment — Prepare work-in-progress journal adjustments that are sent as journals to Xero and reflected on the balance sheet.
Franchise Monthly Report — Produce the franchise monthly report.
Cash Flow Forecast — Produce the monthly cash flow forecast report.
Redo Job Estimate — Erase an existing job estimate and redo it from scratch. This is a protected action that requires a special authorisation code due to its potentially detrimental side effects.
Career Inquiries — View career inquiries submitted through the G.J. Gardner website.
Contacts
Manages people, companies, and locations with which the business has relationships. Contacts include creditors/suppliers, debtors, customers, employees, finance companies, local authorities, and other types.
Application Event Log (AEL)
An audit trail of system actions. The log shows what actions have been taken, at what times, and by which users.
Xero Issues Log
Displays synchronisation issues encountered between G.J. Software and Xero.
Bulk Update Tasks Log
A log of bulk update jobs running in the background. For example, when a price book is repriced, the system iterates through and updates prices across house plans — the progress and completion status appear here.
Scheduled Tasks Log
A stream of tasks that run automatically on a schedule, such as milestone events being sent or Xero syncs being triggered in the background.
Setup
Configuration and administration settings for the office. The Setup tab contains the following sub-sections:
System Variables — Various options that can be applied to different parts of the system.
Estimating — Configure core estimating elements such as cost centres, takeoff parameters, items, and components.
Sub Offices — Create sub-offices that appear on the website. Leads for a sub-office are routed to the parent office. For example, a Newark, NJ sub-office sends all of its website leads to the NYC parent office.
Manage Letter Templates — Manage letter templates (via Google Docs) used for sales, job administration, and other communications. Includes both system letters and job letters.
Manage SMS Templates — Manage SMS templates sent through job contact or sales folder communications.
Manage Email Templates — Manage email templates sent through job contact or sales folder communications.
Mobile App Checklists — Templates that sync with the GJ Manage iOS mobile application for quality control and on-site QA.
Email Recipients — Configure which users in the office receive emails for specific system triggers and events.
Milestone Events — Manage the automation triggers that fire throughout the system.
Sales — Control items on the sale completion checklist, manage Display Homes / Model Homes listed on lead referral sections, and import leads into the system.
Job Admin — Control settings and templates related to the job administration function.
Accounting — Create and manage Claim / Draw rules.
Schedules — Set up templates for construction, sales, pre-construction, and Maintenance / Warranty schedules. Also manage calendars and critical paths.
Manager — Control user accounts, office roles, and permissions.
Contacts — Configure custom fields for contacts, and pre-create suburbs, states, and postcodes.
Manage Billing — Opens the Stripe customer portal, where users can manage their G.J. Software subscription, update payment methods, and view billing history. This option only appears when Stripe billing is enabled for the tenant.
Workspace layout
The workspace area occupies the central portion of the screen and displays the current page, forms, data tables, or other content. The workspace changes based on the selected module and feature.
Common workspace elements
Most pages in the workspace include:
Page title
Displays the name of the current page or feature at the top of the workspace.
Action buttons
Buttons for common actions (e.g., Create, Edit, Process, Save, Delete) appear at relevant locations on the page.
Data tables
Many pages display information in tabular format, with columns that can be sorted by clicking the column header.
Forms
Data entry forms include labelled fields, dropdown menus, date selectors, and other input controls.
Search and filter tools
Pages with lists or tables typically include search boxes and filter options to help locate specific records.
Navigating between modules
Users navigate between different modules and features using the sidebar navigation.
Locate the required module in the sidebar navigation.
Click the module name to expand the section (if applicable).
Select the required sub-section or page.
The workspace updates to display the selected content.
The user can return to the Dashboard at any time by selecting Dashboard from the sidebar navigation.
Opening records and forms
Many modules display lists of records (e.g., Jobs, Leads, Contacts). Users can open individual records in the following ways:
Click the row
Click anywhere on the row of the required record to open it.
Use the Edit icon
Hover over the row of the required record and click the Edit icon that appears on the right side of the row.
Key UI patterns
G.J. Software uses consistent UI patterns throughout the system to provide a familiar experience across different modules.
Icons and visual indicators
The system uses icons to represent common actions and statuses:
Edit icon — Opens a record for editing
Delete icon — Removes a record
Add / Create icon — Creates a new record
Search icon — Initiates a search
Calendar icon — Opens a date selector
Browse file icon — Opens a file upload dialog
Red circle — Indicates new notifications or tasks
Dropdown menus and selectors
Dropdown menus appear throughout the system for selecting options, filtering data, and choosing from predefined lists. Click the dropdown field to display available options.
Date selectors
Date fields include a calendar icon. Click the icon to open a calendar widget for selecting dates.
Required fields
Fields marked with an asterisk (*) are mandatory. If the user selects Process or Save before mandatory fields are completed, the field name and underline change colour to red.
Hover actions
Many lists and tables display additional action icons when the user hovers over a row. These icons provide quick access to common actions like Edit, Delete, or View.
Tabs and sub-tabs
Many modules and pages within G.J. Software are organised using a system of tabs and sub-tabs to group related information and settings efficiently.
Record-level tabs — When opening a specific record (such as a job from the Jobs List), the system provides a set of tabs dedicated to that record. These allow you to switch between different areas like Job Details, specifications, and financials.
Configuration tabs and sub-tabs — Complex administration areas often use nested navigation. For example, in Setup > System Variables, selecting a primary tab reveals further sub-tabs that categorise specific configuration options.
This structure keeps the interface clean while ensuring that all relevant data for a specific task remains easily accessible. Detailed information on the specific tabs available for each module is covered in their respective sections later in this knowledge base.
Tips for efficient navigation
Use the Go To menu to quickly access external applications without leaving G.J. Software.
Check the ToDo icon regularly for new tasks and notifications.
Use the sidebar navigation to switch between modules rather than using browser navigation buttons.
Take advantage of the Sandbox environment for testing and training without affecting live data.
Access the Help menu anytime for documentation and support resources.
Review the Dashboard regularly to get a quick overview of key business metrics.