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.
⚠️ Multi site is currently in beta while our product team gathers feedback, so it may not be available on your account yet. Want to learn more? Get in touch with our support team.
Types of project
There are three types of projects you can set up in Onetrace:
Project Type | Best For | Location tracking method |
Single site: | Subcontractors working on new builds where the client or building owner has supplied site drawings. | Drop pins directly onto drawings to show exactly where work has been carried out, track progress, spot completed tasks, and build a visual record for future remediation. |
Single site: without drawings | Projects where you have not received drawings from your client, or you are working on older buildings without existing plans. | Custom location attributes provide descriptions of locations to keep work organised. |
Multi site: without drawings | Large work packages spanning multiple locations—such as contracts for housing associations, local councils, or property management companies—where drawings are not required. | Track locations within each site to manage progress across multiple addresses from one place. Custom location attributes let you map out specific areas within each site. |
Multi-site projects
Managing multiple sites can quickly slow you down if you have to create a new project for every single location. For large work packages from housing associations, local councils, or property management companies, this usually means dealing with hundreds of separate sites across the country.
Multi-site projects let you manage all these sites within a single Onetrace project. This cuts out repetitive setup and keeps your manual workload to a minimum.
Simplify project management: Group multiple sites under one project to reduce clutter and keep things organised.
Bulk import sites and jobs: Use the CSV import tool to save time and avoid manual data entry.
Clearer reporting: Filter by job reference, site address, or completion status to handle invoicing and tracking faster.
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. |
|
Docs & Files | Centralise important files, documents, and signed records in one place. |
|
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. |
Report Summary | Every PDF report now includes a summary page straight after the cover, giving anyone reading it an instant, at-a-glance view of the contents. You control what shows here from project setup, so each report reflects how you want to present work from site. |
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