Project team with roles and dates
Each project lists who does what: project manager, site engineer, QS, the client's representative, the architect, subcontractors and the bank's engineer. Each line has from and until dates, so a hand-over keeps the history and site staff see only their own sites.
PLANSEvery plan
The problem it solves
- When a site engineer moves to another job, nobody can say who was in charge of the slab poured last month.
- Every engineer sees every site in the system, including sites they have nothing to do with.
- The client's architect and the bank's engineer are kept in a phone book, not on the project.
- Roles are fixed by the software, so your Planning Engineer or Billing Engineer does not fit anywhere.
How it works
- On the project, open the Team tab and add a line per person. Give the role, the user (someone who logs in) or a contact (someone who does not), and the From date.
- Tick Lead for the person who holds the role; others in the same role help.
- Phone and email are filled from the person and can be corrected on the line.
- At a hand-over, set Until on the outgoing person's line and add the new person. Old lines are greyed out and stay on the project.
- Site staff now see this project in the back office and the app, until their Until date passes.
- Managers open Construction > Projects > Projects > Who Is on What to see every current team line, grouped by person.
Everything it does
Roles
- Ready: Project Manager, Site Engineer, Supervisor / Foreman, Quantity Surveyor, Quality Engineer, Safety Officer, Storekeeper, Accounts. Also Client Representative, Consultant / Architect, Subcontractor, Supplier, Lender / Bank Engineer, Senior / Programme Manager, Sales Person, Other
- Roles are your own list: rename, add, reorder or archive them under Configuration > Roles
- Each role belongs to an audience: Our Team, Management, Client, Subcontractors and Suppliers, Lender / Bank
- Every Project Needs One: on for Project Manager to start with; with stages, a check can ask for every such role to be filled
Team lines
- Role, user or contact (one of them is needed), Lead, From (today to start with), Until, phone, email
- Current: From is today or earlier and Until is empty or not yet passed
- Until cannot be before From
- How the line was made: By Hand, By an Assignment Rule (with stages), or From the Work Done. An enquiry won makes the sales person and the engineer leads
Access
- Site staff see a project, its places and its records only when they are its project manager or a current team member
- Once Until has passed, the project drops out of their lists
- Construction Managers see every project of the Entity
What the roles drive
- Who is invited to key events, and who does each readiness check and follow-up (Growth)
- Who holds each stage, and which role the next stage needs (Growth)
- Who hears about feed posts: client, consultant, subcontractors, suppliers and the lender are told; your own team reads the feed (Growth)
Who Is on What
- Every team line of every Construction project, current ones to start with, grouped by person
- Filters Current and Leads; group by person, role or project; list or pivot
Who uses it
Project managerBuilds the team, records hand-overs and adds the client's and the bank's people.
Site engineerSees the projects they are on, in the back office and the app.
Construction ManagerChecks Who Is on What to see who is spread over too many sites.
Construction AdministratorKeeps the list of roles and their audiences.
Where you use it
- Web: the project's Team tab; Construction > Projects > Projects > Who Is on What (managers); Configuration > Roles and Audiences
- The SmartMy Construction app: the current team of each project with phone and email (built and in testing, not in the app stores yet)
- Not on the client portal
What you control
Settings
- Roles, their order and audience; Every Project Needs One (Project Manager to start with)
- Audiences: Send Notifications on for Client, Subcontractors and Suppliers, Lender / Bank and Buyers; off for Our Team and Management
Questions
Does every team member need a login?
No. People who do not log in, such as the client's architect or the bank's engineer, are added as contacts. Only people who work in the product are users.How do we record a hand-over?
Set Until on the outgoing person's line and add the incoming person from the next day. Both lines stay, so you can see who held the role on any date.Can two people share a role?
Yes. Add both, and tick Lead on the one who holds it. The others help.Can we add our own roles, such as Billing Engineer?
Yes. Add it under Configuration > Roles and choose its audience, usually Our Team.Which plan has it?
Every plan. Roles that drive stages, key events and the feed come with Growth.Related features
PROJECTS AND SET-UPProjects, places at any depth and cost codesEvery job is a project: a contract for a client, a development you build to sell, or a building for your own use. Each project is split into places as deep as you need (tower, floor, flat, or a road chainage). Costs are booked to your own cost codes.PROJECTS AND SET-UPStages you leave only when the checks passEvery job moves through your stages, from Planning and Approvals to the Defects Period. A stage lets go only when its checks pass, such as the key events done or the client's stage payment received. Passing anyway takes an approval with the reason on record.PROJECTS AND SET-UPKey events: slab casting, handoverBhoomi pooja, foundation pour, slab casting, topping out and handover run as key events. Each has readiness checks counted back from the day, bookings for ready-mix and pump, and invitations the client answers from a link. Curing and cube results follow by themselves.PROJECTS AND SET-UPProject feed for the team and the clientOne timeline per project where stage changes, key events, payments due and your own posts land. Each item says who it is meant for: your team, the client, subcontractors, the bank or buyers. People outside are told on WhatsApp or by email with a link to their own view, and confirm important items with Seen.PORTAL AND APPThe SmartMy Construction app, also offlineOne app for Android and iPhone for the people on site. It has today's site report with photos, the muster roll and check-in, snags and inspections. It also has material requests and issues, measurements, plant log sheets and safety. What is entered without signal is kept on the phone and sent when the signal is back. Clients, subcontractors and buyers use the same app for their own pages.
See your next site report on it.
Tell us what you build, how many sites you run and how your client hears about progress today. We will set up a project with you and send your first daily update.