Within Onetrace, everything starts with a project. Projects are a digital representation of sites that are being worked on. These could be a block of apartments, a hospital, or any type of building under construction or undergoing remedial work.
There are two types of projects you can set up in Onetrace: with drawings and without drawings. Each type offers different ways to plan and track progress, depending on the kind of work being done.
Projects with drawings | Projects without drawings |
This setup is mainly used by subcontractors working on new build projects where the client—the building owner—has supplied site drawings.
| This setup suits projects where subcontractors haven’t received drawings from their client or are working on older buildings without existing plans. |
Locations Using a drawing, you can drop pins to show exactly where work has been carried out. This makes it easy to track progress, spot completed and outstanding work, and create a clear visual record for any future remedial work. | Locations |
Global Projects page
The Projects page is the central hub for managing all project-related activity within Onetrace. It provides access to your active work, archived records, and detailed project information.
Key features within the Projects tab include:
All, active & archived Projects – Switch between ongoing work and historical records.
Filters – Narrow down projects by details such as reference, operative, form, scheduled date, or creation date.
Status – View projects by their current job status: Awaiting, In Progress, Completed, or Cancelled.
Project tabs
Once inside a project, a wide range of features are available to help manage and track progress.
Tab name | Description | Filters |
Jobs | View all jobs within a project. | Status, reference, operative, form, scheduled date, and when created. |
Job Sheets | View all job sheets linked to a project, keep track of scheduled work, and monitor progress. | Blocks and levels (project with drawings only), status, sheet number, forms, team, and operative. |
Approvals | Add approval stages to ensure work meets client or compliance requirements. | Blocks and levels (project with drawings only), my or all approvals, approval stage, sheet number, forms, operatives, specification, materials, and submitted at. |
Drawings (with drawings) | Access, view, and manage site drawings. Add pins (locations) to the drawings. | Blocks and levels |
Locations | Organise and track work associated with specific locations within a project. | Blocks and levels (project with drawings only), status, location number, operative, form, specification, core, without pin, variations, and when dropped, |
Specifications | Store and manage specifications relevant to the project. |
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Docs & Files | Centralise important files, documents, and signed records in one place. |
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Project Setup
Access an admin panel to manage core project elements such as forms, jobs, materials, and approvals.
Project Setup | Description |
Details | Includes project details, such as the name, reference, package, client, developer, and the site address - these details can be edited at any time during the project by owners, admins and managers. |
Forms | Select forms you need from the global library, or create ones specific to your project. Add approval stages, location details, automations, and advanced options like variation, zone, and specification fields—and where to enable QR linking. Every change you make here stays within the project and won’t affect your library forms or templates. |
Jobs | Manage job preferences, such as how operatives can create a new job sheet, add and manage job attributes. |
Locations | Manage location preferences; enable/disable drawings, enable the location reference field, and add location attributes. |
Specifications | Add and manage specification attributes. |
Materials & Rates | Add materials to the material manager from the global material library. Import or select rates for those materials separate from the default rate sets. |
Custom Statuses | Custom location statuses make it easier to organise and monitor your sites. Create statuses with unique colours and icons that match each phase of your workflow, such as inspection, maintenance or remedial, for greater visibility over work being carried out on-site. |
Approvals | Add and manage approval stages, choose bulk actions, and choose which forms need to have approval stages. |
Report Cover | Customise the report cover for the project to create personalised reports to represent the unique nature of your projects. The default report cover will show if the cover image is not updated within the project. |
Project management options
Additional project management tools include the ability to:
Create similar projects
Save projects as templates
Archive completed projects
Delete projects if no longer required