Projects
The company's construction projects and jobs – created with a wizard, site manager, phases, dates, categories, documents and photo gallery.
A project is the main organisational unit of eProtokol. Its construction diary, work reports, delivery notes, purchase and issued invoices, plan events and the equipment kept on it are all linked to the project. You'll find projects in the menu under Lists → Projects, and in the mobile app under More → Projects & planning → Projects.
When a project is created, its construction diary is created automatically as well. Until the company has at least one project, the diary items in the menu can't be opened ("Nejdříve vytvoř stavbu", i.e. "Create a project first").
Who can create and edit projects
- Diary tariff (including Diary+) - all company users see the projects, but only the administrator may create, edit, delete and restore them.
- Company and All for business tariffs - the level set in the Role for the Projects module decides: čtení (read: viewing only), editace vlastních (edit own: only projects the user created), editace (edit: all projects). The administrator may do everything.
- External users (investor, technical supervisor, site inspector…) see only the projects whose diary they have been invited to, and only as read-only.
Limit on the Diary tariff
On the Diary tariff without Diary+, a company can have at most 3 projects. Projects in the bin don't count towards the limit. When you try to create a fourth project, the app offers to activate Diary+, which has no limit on the number of projects.
Creating a new project
A new project is created with a four-step wizard.
- In Lists → Projects, click Přidat stavbu (Add project).
- Basic Info - fill in the Project name and select the Site manager (both are required; you are prefilled as the manager). On the Company and All for business tariffs you can also add an Internal project name; the Project ID is filled in automatically.
- Investor - select the investor from your contacts, or add a new one with the + icon. Pick the contact person from the investor's people, or fill it in manually. You can Přeskočit (Skip) this step.
- Site Address - search for the address (at least the street or the city must be filled in), or switch to GPS (map) and click the project location on the map. Optionally select the Municipality with extended scope.
- Summary - check the details (you can edit every step from here) and click Create project.
Once the project is created, the wizard offers Add participant - inviting colleagues and external partners to the project's diary. Participants are part of the Diary+ tariff and higher, see Sharing the diary.
If you close the wizard halfway through, the app remembers the unfinished project. The next time you open it, it asks whether you want to Pokračovat (Continue) or Začít znovu (Start over).
When a project is created, the app automatically:
- creates the project's construction diary, with the site manager as its approver,
- creates the Obecné (General) category,
- adds the default participants to the diary, if the company has them set in Nastavení firmy → Deník a stavby (Company settings → Diary and projects),
- assigns the project a colour for quick orientation in the calendar and in work reports,
- sets the phase to Realizace (Execution).
A project can also be created by converting a won inquiry in the Poptávky (Inquiries) module. The issuer of the inquiry becomes the investor.
Project list
On the Diary tariff, the list has simplified columns: Název (Name), Místo (Location), Deníků (Diaries), Účastníků (Participants), Poslední záznam (Last entry) and Fáze (Phase).
On the Company and All for business tariffs, the available columns include Interní název (Internal name), ID zakázky (Project ID), Vedoucí stavby (Site manager), Objednatel stavby (Client), Fáze, Fakturováno (Invoiced; the sum of the amounts from the project's categories; anyone who cannot see the money on the project has a dash in the column, see below) and Barva (Colour). The gear icon opens Nastavení zobrazení tabulky (Table display settings), where you choose which columns you see and in what order. The browser remembers the setting.
Filters above the list:
- Hledat ve stavbách (Search projects) - searches the name, internal name, project ID, client's project number, address, manager, client, categories and the invoiced amount,
- Fáze - by default, projects in Preparation and Execution are shown; add completed and archived ones by selecting them in the filter. Smazat filtry (Clear filters) returns to the default selection,
- Vedoucí (Manager) and Objednatel (Client) (Company and All for business tariffs),
- Zobrazit koš (Show bin) - deleted projects, which can be restored.
A project can show these tags:
| Tag | Meaning |
|---|---|
| Po termínu (Overdue) | The completion date has passed and the project is neither completed nor archived. |
| Změnit fázi (Change phase) | The project is in the Preparation phase, so hours can't be reported on it. Clicking it opens the project directly at the phase field. |
| Nezařazená (Unassigned) | The project has no manager. Assign one and check the assignment. (Company and All for business tariffs.) |
| Skryto pracovníkům (Hidden from workers) | The project isn't offered to workers in the app, see Project hidden from workers. (Company and All for business tariffs.) |
Projects of other companies whose diary you've been invited to are shown in grey with the company name in brackets. You can't edit them, but you can leave the sharing with the Odebrat mě ze sdílené stavby (Remove me from the shared project) button. This removes only you; colleagues from your company who have their own access to the project keep seeing it. Access for your whole company is cancelled by the company that owns the project, in Diary access.
Project detail
Click a project to open its detail. The fields are locked; you edit them after clicking the Odemknout pole (Unlock fields) lock and save them with the Upravit (Edit) button. The detail has these tabs:
- Obecné - all project details (see below).
- Stavební deník (Construction diary) - add a daily entry to the project's diary right from here.
- Dokumenty (Documents) - project documents for the workers on site (PDF, JPG, PNG, HEIC). For each document you can edit the name and use the Aktuální (Current) switch to decide whether workers see it in the mobile app.
- Fotogalerie (Photo gallery) - photos from all daily entries of the project's diary. Of your company's photos, external users see only those included in the final version of the diary.
- Fakturace dle výkonu (Performance-based billing) - only on the Company and All for business tariffs, if the switch of the same name is turned on for the project (see below).
Besides the details from the wizard, the Obecné tab also contains:
- Číslo stavby objednatele (Client's project number) - the number under which the investor keeps the project,
- Datum zahájení (Start date), Datum dokončení (Completion date) and the Termín je odhad (Date is an estimate) switch (for projects without a fixed end, for example emergency repairs),
- Smluvní cena bez DPH (Contract price excl. VAT), Splatnost faktur (dny) (Invoice due period in days) and Číslo smlouvy / co cena obsahuje (Contract number / what the price includes) - for record-keeping only for now, they aren't prefilled anywhere (the contract price and contract number are visible only to those who may see the money on the project, see below),
- Milníky stavby (Project milestones) - named dates (for example final inspection, handover of a section),
- Fáze stavby (Project phase),
- Zobrazit pracovníkům v aplikaci (Show to workers in the app) (Company and All for business tariffs, see Project hidden from workers),
- Uvést projektanta (Include designer) - the design office and the designer's contact details,
- Barva and kategorie stavby (project categories) (Company and All for business tariffs).
On the Company and All for business tariffs, you can turn on Detail stavby na vlastní stránce (Project detail on its own page) in Nastavení firmy → Plánování (Company settings → Planning). Clicking a project then doesn't open a window over the list but a separate page with its own address, which you can send as a link. The tabs and fields stay the same, except that the fields are unlocked with the Odemknout pole (Unlock fields) button and saved with the Uložit (Save) button in the bar at the bottom of the page.
The internal name is optional and may differ from the official project name. Which of the names the app shows is set in the Role (the "Název stavby / Interní název" switch, i.e. project name / internal name). On the Diary tariff, the project name is always shown.
Site manager
Any company user except external users can be the site manager, and the site manager is required. A user who is not an administrator also sees all these users in the list of site managers (on the web and in the mobile app). The site manager:
- is the approver of the project's construction diary, which is created together with the project,
- approves work reports on the project if the worker has neither a personal approver nor a team foreman set,
- approves and sees the delivery notes for the project,
- on the Company and All for business tariffs, sees the diary of their project even without being invited in Access.
Project phases
The phase determines where the project is offered in the app.
| Phase | Where the project is offered |
|---|---|
| Příprava (po podpisu smlouvy) (Preparation, after the contract is signed) | Active project (diary, orders, quotes, delivery notes, plan), but hours can't be reported on it. |
| Realizace (Execution) | Active project, work can be reported on it. The default phase of a new project. |
| Dokončeno (Completed) | Invoicing, invoice documents, issued orders, costs and overviews. Work can't be reported on it. |
| Archivováno (Archived) | Hidden; you can show it with the Phase filter. |
Change the phase in the detail with the Fáze stavby field, or faster with the Zahájit realizaci (Start execution), Dokončit (Complete), Archivovat (Archive), Vrátit do realizace (Return to execution) and Obnovit (Restore) buttons. The buttons work even without unlocking the form.
Project hidden from workers
A phase hides the project from everyone. When the project should keep running (costs, invoices, plan) but workers shouldn't report on it, for example a vehicle rental or an office-only job, turn off the Zobrazit pracovníkům v aplikaci (Show to workers in the app) switch in the project detail (Company and All for business tariffs).
In project selection (work reports, photos, tasks and more, on the web and in the mobile app) the hidden project is then visible only to:
- the administrator,
- those who may edit projects (Role for the Projects module: edit or edit own),
- the manager of that project,
- those added to the project as a participant of the diary.
Others aren't offered it, and this applies to older versions of the mobile app too. In the project list you'll recognize it by the Skryto pracovníkům (Hidden from workers) label.
Dates and milestones
From the Datum zahájení and Datum dokončení, the app automatically creates the Termín zahájení (Start date) and Termín ukončení (End date) events in the Plan (with the Termín je odhad switch on, the second one is called Předpokládaný termín ukončení (Expected end date)). Milníky stavby (name and date) are drawn as diamonds in the Gantt chart, and further work can be linked to them.
Project categories
Categories divide a job into parts, for example "Earthworks", "Demolition" or "Final surface". Workers report work on them and costs can be tracked by them. Every project has at least one category; a new project gets the Obecné category.
In the project detail (after unlocking), add categories with the Přidat kategorii (Add category) button and remove them with the Odebrat (Remove) button. For each category you fill in:
- Název kategorie (Category name),
- Fakturováno - how much is invoiced for the category (a basis for the accountant, can be left empty),
- Uvolněný budget (Released budget) - only when the company has category budgets turned on,
- Popisek (zobrazí se ve výkazu práce) (Label, shown in the work report) - only when the company has category labels turned on.
The Načíst ze vzoru (Load from template) button inserts a prepared set of categories, see Construction categories.
In Nastavení firmy → Výkazy a docházka (Company settings → Work reports and attendance), the company can adjust how categories behave:
- Uvolněný budget kategorií (Released category budget) - when a budget is filled in for a category, the work report shows its drawdown once the project and category are selected: the budget, the amount used (reported hours × the worker's hourly rate), and how much money and how many hours remain,
- Popisky kategorií ve výkazu (Category labels in the work report) - the category label is shown in the work report once the category is selected,
- Skrýt kategorie ve výkazu (Hide categories in the work report) - the worker doesn't choose a category; the work report is saved to the Obecné category.
Who sees the money on a project
The contract price and contract number, the Fakturováno (Invoiced) amounts on categories and the Fakturace dle výkonu (Performance-based billing) rates are seen and changed only by the administrator, the site manager of that project and anyone with at least read for Podklady fakturace (Invoice documents) or Faktury vydané (Sales invoices) in their Role. Others edit the project without these fields, and saving does not change them. Participants of shared projects from other companies never see the money.
Performance-based billing
The Fakturace dle výkonu switch marks a job that is invoiced according to the hours worked by people and machines. Once it's on, the project gets a Fakturace dle výkonu tab with rates: Obecné (general), for a specific Osoba (Person) or Stroj (Machine), each with a Sazba/h (Rate/h). Work reports then serve as the basis for invoicing the customer, see Invoice documents.
Project breakdown
With the Rozpis (Breakdown) button next to the company's own project, the administrator opens an overview of the hours worked by day and person and of the purchase invoices allocated to the project. Other users do not have the button, and neither do shared projects. Details in Project breakdown.
Aftercare
When the company has Notifikace následné péče o stavby (Project aftercare notifications) turned on in Nastavení firmy → Deník a stavby, a Následná péče (Aftercare) section appears in the project detail. With the Přidat úkon (Add task) button you enter the Úkon (Task; for example watering, mowing, inspection), the Termín (Date) and the Opakování (Repeat: Neopakovat, Týdně, Měsíčně, Ročně, i.e. no repeat, weekly, monthly, yearly; optionally Opakovat do (Repeat until)). Users who turn on reminders in their profile get a notification in advance, as set for the company (Předstih připomínek (Reminder lead time)).
Deleting and the bin
Delete a project with the bin icon in the list. The app asks first and lists what will be deleted with it: categories, construction diaries including daily entries, plan events and the tasks on them. The project moves to the bin - turn on Zobrazit koš and click Vrátit zpět (Restore) when you want to restore it.
Mobile app
In More → Projects & planning → Projects you'll find:
- the project list with search, sorting (Newest, Project ID, Name) and filters by phase, manager and investor,
- creating a new project with the wizard (for those allowed to create projects),
- the project detail with the project ID, client's number, investor, address and dates, phase change and archiving,
- Project documentation (only documents marked as Current) and Participants,
- links to the documents for the project (price quotes, orders, invoices), depending on your tariff and permissions.