Defect Management and Task Tracking
Defects and the resulting tasks are centrally recorded in Poolar.Project as part of the construction site tools package, assigned to the relevant parties and tracked in a transparent manner until they are resolved. Defects can be documented and processed on site via the mobile app. Deadlines, statuses and responsibilities remain transparent at all times for authorised users within the project workspace.
Poolar.Project
A Practical Defect Management System for Mobile and Desktop
Several site managers can record defects locally – even offline – on site and transfer them to the central project workspace. This ensures that recording, processing and coordination remain seamlessly linked. This simplifies coordination and helps to ensure that defects are rectified promptly.
For Use on Construction Sites, at Appointments, and Whilst on the Move
Mobile On-Site
reporting: Defects can be reported directly via our mobile app using a tablet or smartphone – and this can also be done offline. Photos can be added straight away, ensuring that relevant details are documented on the spot.
Precise Allocation
Input forms, plan-based location tracking, templates and drop-down lists enable defects to be accurately allocated to components, rooms or trades. This ensures that all relevant information is fully available for further processing.
Comprehensive, Centralised Documentation
Once synchronised, recorded defects are stored in a central, audit-proof database. Changes and additions are documented in a traceable manner. All defects, photos and attachments are consolidated in one central location. This reduces the administrative burden and facilitates coordination.
List of Defects
All recorded defects are consolidated into a view that is clear and centralised:
Overview & Filter Functions
The central defects list presents all defects in a clearly structured manner. Intelligent filter and search functions enable quick sorting by component, room, trade or deadline. Status indicators, priorities and due dates are visible at a glance, so that the need for action can be identified immediately.
Automated Updating & Synchronisation
Changes, such as status updates, are reflected in the central list. This synchronisation with the central project database ensures that all information is documented in an audit-proof manner and can be retrieved.
Central Coordination Point
By bringing together all information – from initial recording right through to the final rectification of defects – the central defects list acts as the linchpin of defects management.
Mobile App: Designed for Real-World Use in Site Supervision
Defects can be recorded on the go and synchronised directly with the central project workspace. The app serves as the working platform on site, whilst the central project workspace remains the authoritative source of data and processes.
Even without an internet connection, the app remains operational: data can be entered offline and synchronised later. In addition, key project information and tools are available on mobile devices:
- View plans and files on the go, even offline if required
- Pinpointing defects on plans with precision
- Check that the plans are up to date so that work on site can be carried out in line with the latest version (checking plan status using QR codes)
- View project members and contact details on your mobile, including the option to contact them directly
The app is available for iOS and Android and is therefore designed for mobile use on smartphones and tablets.
„Defect management is incredibly helpful to us because we list all defects here. In the past, we used Excel spreadsheets that required a lot of effort to maintain. With defect management, we have a well-organized workflow and can directly involve the relevant parties via email and access permissions. In addition, we save time and maintain good documentation.“
Jens Esslinger, Project Lead EEW Energy from Waste GmbH
Recorded on Site. Carry On Working Seamlessly in the Office.
This Is How the ‘Defects’ Function Is Integrated Into the Dashboard
Task Management and Dashboard Integration
Tasks are the specific next steps that arise automatically from recorded defects. They clarify who has responsibility, what needs to be done, by when it should be completed, and what the current status is:
Clarity in the Dashboard Overview
All defects, status indicators and deadlines are brought together in a clearly structured view. This means that every project member can immediately see which tasks still need to be completed, based on their own responsibility.
Real-Time Overview
All key changes and updates are displayed in the central view, ensuring a fast, seamless flow of information.
Reliable Processing and Transparency Regarding the Processing Status
Tasks make it clear that action is required, what deadlines apply, and whether a task is pending, under review or completed. Status and progress remain transparent at all times – including on the dashboard. This means that pending, ongoing and completed tasks can be identified at a glance.
Systematic Defect Management as a Comprehensive Solution
Fewer
Manual Interventions
Detailed Documentation
Standardised
Collaboration
FAQs
Brief Answers to Key Questions About Defect Management in Poolar.Project
Digital defect management supports the structured recording, processing and traceability of defects in construction projects. Instead of managing defects in lists, emails or individual documents, they are documented centrally, assigned to the relevant personnel and tracked in a transparent manner until resolved. This creates transparency regarding status, deadlines and responsibilities, and facilitates coordination between the construction site and the office.
Digital defect management reduces media discontinuities and creates a standardised process for recording, assigning and traceability of defects. Unlike Excel spreadsheets or email threads, all information is consolidated in one central location: defects, photos, attachments, responsibilities, deadlines and processing statuses. This simplifies coordination and improves traceability over the course of the entire project.
Yes, defects can be recorded directly on site using a mobile device. Using the mobile version of Poolar.Project, defects on the building site can be documented via tablet or smartphone, supplemented with photos and incorporated into the project context. This means that information is recorded where it arises and, once synchronised, is available centrally for further processing.
Yes, mobile defect reporting is possible even with a limited or non-existent internet connection. This is particularly relevant on construction sites with unreliable network coverage. The information recorded can be synchronised later and transferred to the central project workspace. This ensures that the documentation remains practical even under real-world construction site conditions.
Defects can be recorded in a structured manner, clearly assigned and tracked in a transparent way until they are resolved. Relevant details such as location, status, responsibility and deadline, as well as additional photos and attachments, can be linked directly to the defect. This creates an end-to-end process, from recording and processing right through to documented resolution.
Digital defect management is particularly useful for site managers, planners, contractors, clients and construction project managers. Wherever several parties are involved in the recording, inspection, rectification and documentation of defects, a centralised system helps to ensure consistency of information and provides a transparent overview of the status of each case.
Poolar.Project combines mobile data collection on site with centralised processing in the project workspace. Defects are documented directly on site and are subsequently available in the office for coordination, task tracking and further processing. This ensures that the construction site, construction project management and other stakeholders are all kept up to date and work from a shared data base.
Yes, additional information such as photos and attachments can be documented alongside defects. This makes the facts of the matter easier to understand, and defects can be assessed and dealt with more quickly. The centralised file storage in the project workspace also makes it easier to review, coordinate and document the information at a later stage.
A centralised defect management system provides clarity, traceability and accountability throughout the processing workflow. When defects, responsibilities, processing statuses and associated documentation are consolidated in one place, the need for coordination is reduced and decisions can be made on the basis of reliable information. This is a particularly important factor for efficient processes, especially in complex construction projects.