Charter Pilot Terms
Charter Pilot Terms
This document defines the complete terms of the Actual charter pilot engagement. It is the basis for the charter partner agreement and the source of truth for what the pilot includes, costs, and guarantees.
What the Charter Partner Receives
Hardware
- Actual Badges: One badge per field crew member, plus 10% spares
- Standard deployment: 5 crew members = 5 badges + 1 spare
- Blues Wireless Notecard (cellular + GPS), BLE beacon, IP54-rated enclosure
- Lanyard or clip mount included
- Pre-provisioned: cloud identity assigned before shipping
- BLE Equipment Tags: One tag per piece of equipment (truck, trailer, mower,
or other crew-operated equipment), plus 20% spares
- Standard deployment: 4 pieces of equipment = 4 tags + 1 spare
- Self-adhesive or zip-tie mount, weatherproof enclosure
- Battery life: 12–18 months
- Deployment kit: Equipment tag inventory sheet, badge lanyard kit
Software Access
- Power BI dashboard (web and mobile) scoped to their company data
- Weekly crew summary report (automated; delivered every Monday by 6am)
- Real-time badge status view: online / offline / last seen
- Access to 90 days of historical event data after pilot ends (regardless of outcome)
Founder Support
- On-site deployment session: founder or field coordinator present for badge introduction with the crew (1–2 hours on-site)
- Async support via text/email throughout the pilot — response within same business day
- Weekly 10–15 minute check-in call (owner’s choice: phone, text, or skip)
- Day 45 mid-pilot review: data review, any necessary hardware adjustments
- Day 90 final debrief: metric scorecard, pilot decision, next steps
Pricing
| Line item | Amount | Notes |
|---|---|---|
| Pilot fee | $1,500 | Due at signing; covers 90-day pilot |
| Hardware deposit | $500 | Refundable upon return of hardware at pilot end |
| Charter subscription rate | $149/crew/month | Locked for 24 months from pilot conversion date |
| Standard subscription rate (post-charter) | $199–$249/crew/month | For reference only |
Hardware deposit refund: Hardware must be returned within 10 business days of pilot end (shipping label provided). Good-faith normal wear is expected; damage from negligence (dropped in water, lost) is deducted from deposit.
Charter rate lock: The charter rate of $149/crew/month is guaranteed for 24 months from the date the partner converts to a paid subscription. Price increases after that point will be communicated 90 days in advance.
Refund Policy
The full $1,500 pilot fee is refunded if three or more of the following six metrics are not met by day 90:
| # | Metric | Threshold |
|---|---|---|
| 1 | Badge uptime | ≥ 90% of active crew days produce a valid badge record |
| 2 | GPS accuracy | ≥ 85% of arrival/departure events within 30 meters of property boundary |
| 3 | Crew coverage | ≥ 95% of deployed badges produce at least one event per active day |
| 4 | Automated report delivery | Customer receives weekly summary without manual data entry by Actual |
| 5 | Payroll discrepancy discovery | At least 1 verifiable discrepancy identified vs. submitted timesheets |
| 6 | Customer confidence | Customer states (in debrief) they would use the data to resolve a payroll dispute |
How it works:
- Metrics are evaluated at the day 90 debrief
- Founder presents the metric scorecard; partner reviews and confirms
- If refund is triggered: $1,500 returned via same payment method within 5 business days
- Hardware return deposit ($500) is returned simultaneously
What is not covered by the refund:
- Failure due to the charter partner not deploying the badges (warehouse sit)
- Failure due to the charter partner directing crews not to wear badges after the initial introduction
- Tags that were not attached to equipment (founder documents tag installation on equipment during deployment session)
What the Charter Partner Agrees to Provide
The charter partner agrees to:
- Deploy the badges to field crew members within 5 business days of hardware arrival
- Keep tags attached to equipment for the full 90-day pilot period
- Allow the on-site badge introduction session (founder or coordinator present)
- Participate in a day 45 mid-pilot check-in and a day 90 final debrief
- Provide honest feedback — the pilot is designed to find flaws, not to present a polished result
The charter partner does NOT need to:
- Change any existing timekeeping process during the pilot
- Integrate with any payroll or scheduling software (optional, not required)
- Train their crew on any software or apps
- Provide IT support or access to company systems
Timeline
| Day | Milestone |
|---|---|
| Day 0 | Agreement signed; hardware deposit and pilot fee collected |
| Day 1–5 | Founder tests and ships hardware kit |
| Day 5–10 | Hardware arrives at partner site |
| Day 10–14 | On-site deployment session: badge introduction with crew, tag installation |
| Day 14 | Pilot clock starts (first full week of data collection) |
| Day 45 | Mid-pilot review call (15–20 min) |
| Day 90 | Final debrief; metric scorecard; decision on conversion |
| Day 90+5 | Refund issued (if applicable) or charter subscription activated |
| Day 100 | Hardware returned (if no conversion) |
Post-Pilot Outcomes
Conversion to charter subscription:
- Monthly subscription at $149/crew/month begins on day 91
- Hardware remains deployed; no new deployment session required
- Cellular data costs are included in the subscription fee
- Rate locked for 24 months from conversion date
No conversion (product did not meet needs):
- If refund-eligible: $1,500 + $500 deposit returned within 5 business days
- If not refund-eligible: $500 hardware deposit returned; $1,500 pilot fee retained
- Partner retains access to 90 days of historical data for 12 months
- Hardware returned; shipping label provided by Actual
Case study: If the pilot produces strong results and the partner is willing, Actual may request to document the pilot as a case study. This is entirely optional and subject to the partner’s approval of all content before publication. The case study will not include revenue figures, employee names, or any information the partner designates as confidential.
What Success Looks Like for Both Parties
For the charter partner: At the end of 90 days, you can answer the question “Was my Friday timesheet accurate?” for any week in the pilot period. You have a provable basis for any in-progress or future payroll dispute. You know which crews are your most reliable performers. You have had one week — at minimum — where you noticed something in the data you would not have caught without it.
For Actual: At the end of 90 days, the system ran at the coverage and accuracy thresholds defined above. The data is useful to a real operator. The deployment process is documented and can be replicated. And the charter partner is willing to say, on record: “This is real and it works.”