Operational management and time tracking platform

Operational management platform for companies with on-site personnel

32 hours per week in manual management

Our client is a company that provides industrial insulation and scaffolding services with personnel distributed across multiple simultaneous projects. Several site managers coordinate work in the field, while administrative staff manage payroll, permits, and documentation.

It currently has five active sites, 30 field workers, and only two office staff. All management of reports, time tracking, allowances, and payroll was done on paper and in Excel.

They asked us for a solution to comply with mandatory time tracking. But when we analyzed their operations, we discovered that time tracking was just the tip of the iceberg: they were spending 32 hours a week on administrative tasks that added no value. That’s almost one full-time employee shuffling papers.

We develop a customized operational management platform for construction sites

The goal: to reduce administrative tasks from 32 hours per week to less than 10, without changing the way site managers work.

Your actual day-to-day routine before the operational management platform

Each site manager carried a notebook where they recorded each worker’s hours, tasks performed, night shifts, allowances, mileage, etc. At the end of the week, someone in the office collected all the notebooks and entered the data into Excel. One by one.

Mandatory time tracking was done with signed sheets of paper, stored in folders. Impossible to consult or audit quickly.

To find out where a worker was, you had to call every site until you found them. This happened 10 times a day.

Permits were managed via WhatsApp, with no formal record or history. And no one knew what certifications each worker had without calling HR and having them search through a folder.

Payroll time was pure chaos: balancing all the reports, verifying overtime, checking allowances, detecting errors… 4-6 hours of concentrated work, with stress and the feeling that something was always being overlooked.

What we build

A web platform accessible from any device, designed based on how people actually work on site, not how they should work.

These are its main features:

Digital work reports: the site manager fills in the report on their cell phone, right on the job site. Regular hours, overtime, night shifts, per diems, mileage… The data goes straight into the system.
Legal time tracking: complies with working hours regulations.
Full traceability: who recorded what, when, and if it was modified.
Worker location: real-time view of which worker is at which site. No GPS, no surveillance. Just operational information.
Integrated permission management: request and approval with one click. Permission is automatically reflected in the report. Complete absence history.
Competency matrix: file for each employee with their courses, certifications, and evaluations. Search for qualified profiles in 10 seconds.
Validation of hours for payroll: integrated validation flow with configurable automatic closure. What used to be 4-6 hours of chaos is now 1-2 hours of orderly review.
Monitoring of work progress: actual progress vs. planned progress with color coding. Viewable from your mobile device. No need to call anyone.

Designed for the job site, not the office

We don’t implement technology for the sake of implementing it.

What we did was sit down with the site managers to understand how they actually filled out the reports, map the entire flow from when a worker clocks in to when they get paid, and design mobile screens with dirty hands and rushing in mind.

We respected their logic instead of imposing a generic system on them.

Technology was the means. The value was in understanding the process.

Operational management platform results

We have helped our client move from managing all their field operations with notebooks, Excel spreadsheets, and phone calls to having a professional system where everything is centralized and accessible from any device.

Their site managers fill out reports from their cell phones in minutes. Their office team has recovered hours of work that were previously spent entering data and making calls. And management has real visibility into the status of each project without having to rely on someone picking up the phone.

Since the platform was implemented: