Progress Documentation: Workflows in PlanRadar

Overview

This article walks through the progress documentation from Progress Documentation: Overview in the order it happens: set up once in the office, capture progress every week on site, produce the monthly report, and retrieve the state of the site on a given date.

The example is the general contractor building 40 apartments on six storeys, with six subcontractor trades, one Progress form, one plan per floor, a schedule and a weekly SiteView run. The steps assume you know how the individual features work. Each step links to the feature article.

Access & Permissions

Set Up the Record (Office, Webapp)

Done once by the project manager. The form and lists are created on account level and reused in every project.

Create the Lists

• Stage: Structure, Building envelope, First fix, Second fix, Finishes.
• Trade: Drywall, Electrical, Plumbing, Screed, Windows, Painting.

Create the Form

Create a form named Progress and add the fields below. Keep attachments, comments and plan position enabled in the form settings.

Give subcontractors edit permission for Progress photo, so that the trade can upload the photo with their update. Subcontractors cannot edit text fields, so a trade's note goes into a comment. If you use the Resolution Verification Agent, also add the Parent ticket field, because the agent creates its check sub-ticket with this form. Read more in Create & Edit Forms, Field Types and Edit Field Permissions.

Create the Viewpoint Form

For the fixed viewpoints, create a second, small form named Viewpoint with a Title and a Description of where to stand and which direction to face, for example "North-east corner of the site, from the fence, facing the main entrance". Leave out Assignee, Due date and Progress. The weekly photos go into the ticket's general attachments.

Roles and Users

• Site manager: an in-house user with a role that has tickets Create, View all tickets, Edit all tickets that the user can view, plus the SiteView permissions to create and view runs.
• Project manager: as site manager, plus the permission to manage schedules.
• Subcontractors: the subcontractor user type. Create one group per company, for example Drywall Ltd, and assign the tickets to the group. Read more in Create & Manage Groups.
• Developer's representative: a watcher, who sees all tickets and the schedule and can create ticket reports, but changes nothing.

Upload the Plans

Upload one plan per floor, each in its own folder, plus a site plan for the viewpoints.

To upload plans in the webapp:

1. Click Plans in the main menu.
2. Select the folder the plans should go into.
3. Click Add new item.
4. Click Upload plans.
5. Select the files on your computer. Plans can be PDF, JPG or PNG files. A PDF with several pages becomes one plan per page.
6. Click Upload.

SiteView needs plans with a calibrated scale. Read more in Upload Plans in the Webapp and SiteView Plan Requirements.

Set Up the Project

• Add the Progress and Viewpoint forms to the project. Read more in Manage Forms of a Project.
• Add the subcontractor groups and the developer's watcher to the project. Read more in Manage Groups of a Project.
• Create the progress tickets: one per floor and trade, each on its floor plan and assigned to the trade's group. For 36 tickets, prepare a spreadsheet and import it. The Location column puts each ticket on its floor plan, and the assignee column can name a group. An import does not set the pin position on the plan. Set it afterwards where you need it. Read more in Import & Update Tickets and Set, Change or Delete the Plan Position of a Ticket.
• Create one Viewpoint ticket per viewpoint on the site plan.

Set Up the Schedule

1. Import the schedule from Microsoft Project, Asta Powerproject or Primavera P6, or create it in PlanRadar. Read more in Import & Export a Schedule from/to Microsoft Project and Other Software and Create a Schedule.
2. Add the progress tickets to their phases, for example the six drywall tickets to the phase Drywall. You can add up to 10 tickets at once. Read more in Create, Add or Remove Tickets from a Schedule.
3. Keep the progress of the phases calculated from their tickets, which is the default.

The schedule now shows the progress of each phase from the figures on its tickets and highlights phases and tickets that are overdue. Read more in Schedules.

Capture Progress Every Week (Site, Mobile App)

Every Friday, in a fixed order, so that each week's record is complete.

Trades Update Their Tickets

By Thursday evening, each subcontractor updates the tickets assigned to their group:

1. Open the ticket, for example "Level 3, drywall".
2. Set the Progress to the current figure, for example 60%.
3. Set the status to In Progress when work starts, and to Resolved when the area is finished.
4. To add the progress photo in the mobile app, scroll to Progress photo and tap + Add attachment.
5. Tap Camera and take the photo of the area.
6. Tap the upload icon. The photo is added to the ticket.
7. Write a comment if something is holding the work up, for example "Waiting for electrical first fix in apartments 3.03 and 3.04".

Read more in Set Status & Progress of a Ticket and, for every step of adding a photo in the mobile app, Add Attachments to Tickets > Take a Single Photo.

Record the SiteView Run

The site manager records one run per floor, along the same route every week.

1. Connect the camera and select the floor plan. Read more in Create a Run with the PlanRadar Mobile App.
2. Set the starting position on the plan at the same point as last week, for example the staircase door.
3. Walk the route through every apartment.
4. Upload the run. It is processed and positioned on the plan automatically.

Where a spot needs a sharper image than a run gives, take a 360° still image there instead. Read more in SiteView 360° Still Images.

Take the Viewpoint Photos

1. Open the Viewpoint ticket, for example "North-east corner".
2. Stand at the spot described in the ticket and take the photo facing the described direction.
3. In the mobile app, tap the Camera icon in the ticket, take the photo and tap the upload icon. Read more in Add Attachments to Tickets > Take a Single Photo.

Each Viewpoint ticket collects one photo per week. The photos are dated, so the ticket shows the same view developing over the months.

Check the Figures

On the weekly walk the site manager checks the figures the trades reported:

1. In the webapp, filter the Progress tickets by Updated at with the value This week, per floor. Read more in Filter Tickets.
2. Correct any figure that does not match the agreed definition, with a comment explaining why.
3. For tickets set to Resolved, check the area. If it is finished, set the status to Closed. If not, set it back to In Progress with a comment.

Every change to a figure is recorded in the ticket journal with user and time. Read more in Track Activity on a Ticket in the Journal.

Report Every Month (Office, Webapp)

The Progress Report

1. Open the schedule and check which phases are behind. Read more in View & Navigate a Schedule.
2. Export the schedule as PDF. Read more in Export Schedule as PDF.
3. Filter the Progress tickets of the project and create a ticket report as PDF with the progress figure, the status, the progress photos and the progress note. In the ticket report template, add Progress, Progress photo and Progress note as attributes. The photos of an attachment field are included in the report when the field is one of the template's attributes. Read more in Create a Ticket Report (PDF) and Create Basic Ticket Report Templates.
4. Create a second ticket report of the Viewpoint tickets, with the photos of the month.
5. Store both PDFs and the schedule PDF in Documents, in a folder for the month, for example "Progress reports > 2026-10". Read more in Add & Manage Files/Folders.
6. Send the reports to the developer.

The AI project summary can give you a first draft of the report text from the last 30 days of ticket activity. Read more in Generate an AI Project Summary.

The Report as a Project Report

If the client prescribes its own report layout, use a project report instead: your own PDF form, filled in PlanRadar, with photos attached. Project reports are available on Pro and Enterprise plans. Attaching photos and tickets to them is available on Pro and Enterprise accounts created after February 2022.

To add photos to a project report in the webapp:

1. Create or open the project report draft. Read more in Create & Edit Project Reports.
2. Click Show Attachments.
3. Click + Add Attachments.
4. Click Attach Photos.
5. Select the photo from your computer.
6. Click Save Photo.

You can attach up to 50 photos per report. In the PDF of the submitted report, the photos follow the form pages. Attachments can only be changed while the report is a draft. Read more in Attach Photos to Project Reports.

The SiteView Link

Give the developer and the lender's surveyor a link to the runs, so they can walk the floors themselves. An account administrator first turns on Enable external sharing of SiteView runs for this account in the account settings.

1. In SiteView, select the floor plan and select Show all runs in the Select run drop-down.
2. Open the More menu, then click Share all runs.
3. Turn on Share all runs.
4. Optional: set an expiry date and a password.
5. Click Save.
6. Click Copy share link and paste the link into the report email.

Recipients see the plan, the runs and the 360° images with their dates, and can compare 360° images from different dates. They do not see tickets or documents. Read more in Share SiteView Runs Externally in the Webapp.

Across Projects

To see which projects are behind, use Statistics on an account board: for example a column chart of Progress tickets grouped by project, with Plot stacked bars for each value of set to the status. Statistics show the current state only, so compare them with last month's stored report to see the change. Read more in Statistics and Creating Bar or Column Charts.

Retrieve the State of the Site on a Date (Office, Webapp)

When someone asks what level 4 looked like on 14 March:

1. Open SiteView, select the level 4 plan and the run of that week. Read more in View & Manage Runs.
2. Click an image point to see the 360° image of that spot.
3. To compare with another date, select a time machine image point and click Compare 360°. Runs must be at least one hour apart. Read more in View & Navigate 360° Images.
4. Open the monthly report for March from the Documents folder to see the figures the client was given at the time.
5. Open the progress ticket and its journal to see when the figure changed, and who changed it.

The run, the stored report and the journal together show what the site looked like, what was reported, and when each figure was set.