Online minutes and documents for building works visits and inspections

Digital building works visits and inspectionsBuilding works visits and inspections are compulsory processes for every building work and helps to correctly manage the development of these works

This process is usually carried out on paper due to the need of signing it making the whole process completely obsolete on the long term- Paper is a difficult tool to work with- Makes teamwork more difficult- It is a slow process

It’s time to develop a digital tool to carry out this process with a much easier, practical and quick approach that:.- Allows easier follow-up- Allows online signature- Creates a list of searchable indexated milestones that

can be filtered- Makes team work much more agile

Works information lose value on paper

Building works visits produce a lot of valuable information. However, on paper, this information only creates unefficient administrative and bureaucratic processes.

Uploading this information, the management of the project is more efficient for everybody.

Desktop version for the technician, Mobile version for the assistants

The technical user that creates the minutes has every necessary tool to make a thorough document that allows to control the team involved, the signature process and the follow up process.

The user who follows up has a tool which is intuitive and easy to use so he/she will have the necessary information to perform or review any specific item or action

¿How does it work?

1. Integral management

The project involves works and the people involved on them. Only the people associated with project can access the tool.

Each person has a specific profile that clearly defines his/her role on the project.

Each work is managed so that we can edit and associate people to the project.

21 3Access the tool Create different users Define roles

2. Multiproject and Multiuser management

The system is designed to manage many projects in a simultaneous way.

Each user can share his/her activity on each project.

There are independent administrators for each work.

3. Creation of minutes

It is very easy and straightforward to create minutes with the tool.

It is possible to assign text, images, comments and statuses to any user.

You can create topics and assign them automatically to the active minutes.

Pending topics are automatically associated to the document at the time of closure, before being signed.

4. Topic search and filter

Each topic on the minutes is filed and can be recovered from the control panel in a dynamic way.

It is possible to perform searches by: - Keywords- Topic status- Minutes number

6. Signable minutesEach member of the team that must sign the minutes does it in an independent way.

Every member receives an e-mail with a private link that must be used to sign the document.

Each user signs in an independent way and, after everybody has signed, the document is consolidated.

The format received by each user to sign is the same as the original minutes. The final version also preserves the minutes original format

This way, If you want to print the file, the format is coherent with the company file

5. Signature control

When the administrator closes the minutes, an e-mail is automatically sent to everybody involved in the project.

The process is safe as each user has a unique, private identifier.

The administrator can send reminders to sign the document.

The minutes can be closed without all the signatures (due to illness, leaves, etc...).This wold be reflected in the documents.

Se identifica a las personas que deben firmar el documento

Una vez firmado, se identifica el estatus

6. Generation of PDF minutes

When the administrator closes the minutes, an automatic e-mail is sent to each person associated to the document.

This e-mail contains a link to the document.

It can be reviewed and signed.

Once everybody has signed, the document is consolidated and a final PDF is send to everybody.

The process is safe as each member has a unique and private identifier.

8. File and historyEvery document is saved in the server and can be accessed at any time by any user of that project.

This way, information management is another asset of the project.

Control and filtering can be further developed so they can serve as alert when a topic remains open for some time or in order to see pending topics for each profile assigned to the project.

7. Safety and controlThe administrator of the system has the control of the tool.

He/she is the only one who can open and close the minutes.

If there is a conflict with a topic, he/she can re-edit it to generate a new signature process.

Each generated document is saved in the

cloud in a safe way.

So, in case of conflict, each user has a copy and the system saves another one.

Thank you

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