SiteTrack — Construction Site Reporting App

Product Scope Document (Makepad / Rust)

A cross-platform (desktop + mobile, single Rust codebase via Makepad) app for construction site daily/monthly reporting, worker tracking, team chat, approvals, procurement, and site meetings.

0. Non-Functional Foundations (missing from original scope, needed for any of the phases to work)

These aren't optional extras — without them, Phases 1–6 can't function reliably on a construction site.

Offline-first architecture. Site connectivity is often poor/absent. All data entry (photos, descriptions, worker scans) must save locally (SQLite/SLED embedded DB) and sync when connectivity returns. Conflict resolution needed for multi-supervisor edits.
Authentication & Role-Based Access Control (RBAC). Roles: Site Supervisor, Report Master/Approver, Overall/Regional Supervisor, Site Engineer, Foreman, Consultant (external, read/comment-only), Procurement Officer, Admin. Permissions gate who can submit, edit, approve, or view financials.
Audit trail / version history. Every report, approval, and edit timestamped and attributed — critical for dispute resolution and compliance (e.g., "who approved this and when").
Multi-project / multi-site switcher. Persistent context switching for users managing several sites.
Cloud sync & backup. Encrypted backend storage (e.g., S3-compatible + Postgres) so device loss doesn't mean data loss.
Digital signatures / approval stamps on PDFs (supervisor + report master sign-off), not just a "status" field.
Push/local notifications framework underlying all the reminder features (Phase 1 items 6 & 8).
Data export & interoperability — CSV/Excel export of worker tables and procurement logs, not just PDF/Word.
Localization/multi-language support — many site crews are multilingual.
Accessibility — large touch targets, works with gloves, high-contrast mode for outdoor sunlight glare.

Phase One — Daily & Monthly Reporting

Capture media: Photo or GIF/short video of task in progress, with GPS geotag + timestamp auto-embedded (proves the photo was taken on-site, on the date claimed — important for dispute/audit purposes). (added)
Task description entry with AI-assisted refinement (grammar/clarity), rich text (bold, underline, italic, bullet/numbered lists).
- Added: voice-to-text dictation for supervisors typing one-handed on-site; predefined task templates/quick-tags (e.g., "Concreting," "Rebar fixing") to speed entry.
Auto-generate PDF/Word report from images + descriptions.
- Added: branded report template (company logo, project name, weather conditions, site address auto-filled) and a weather log pulled from a weather API — standard on real daily site reports and useful for delay claims.
Multi-user collaboration & approval workflow: contributors submit entries → Report Master reviews/edits → approves/rejects with comments.
- Added: rejection reason + resubmission loop; @mentions/comments per entry.
Multi-site hierarchy & roll-up reporting: individual site reports link to a regional/overall supervisor who gets an auto-compiled cross-site summary.
- Added: dashboard comparing site progress side-by-side (% complete, incidents, manpower) for the overall supervisor.
End-of-day reminder (1 hr before knock-off) to capture photos/finish the report.
Monthly report auto-rollup from daily entries, for meeting presentation.
- Added: auto-generated charts (progress trend, manpower trend, incident count) embedded in the monthly PDF.
Monthly report reminder 72 hrs before the site meeting.
- Added: Safety/Incident Reporting — near-miss, injury, or non-compliance logging with photo evidence, tied into daily and monthly reports (this is normally a mandatory part of construction site reporting and was missing entirely).
- Added: Progress vs. Schedule tracking — % completion per task logged daily, compared against the Phase Four baseline schedule, to flag delays early.

Phase Two — Workers Report Table

ID scanning (OCR/QR/barcode) of casual workers, capturing name, ID number, and department/trade on arrival.
- Added: clock-in/clock-out scan (not just a single scan) to compute actual hours worked, which feeds payroll and labor-cost reporting.
- Added: photo capture at registration to prevent ID-sharing fraud (buddy punching).
Daily worker table by department/work station, with headcount.
- Added: labor cost summary (headcount × day rate by trade) auto-computed for budget tracking.
- Added: PPE compliance checklist per worker/crew at sign-in (helmet, boots, vest) — common site safety requirement.

Phase Three — Chat App

Site communications, report sharing, approval documents, minutes.
- Added: channel structure — per-site channels + cross-site/management channel, plus direct messages.
- Added: file/document library within chat (pinned reports, drawings) so approvals aren't lost in scroll.
- Added: read receipts on critical documents (e.g., confirm foreman has seen an approved drawing revision).
- Added: offline message queueing (ties to the offline-first requirement above).

Phase Four — Approval Documentation, Status & Schedule

Auto-generate task/subtask templates by site type (residential, warehouse, apartment estate, market, hospital, etc.).
Define all construction activities (from project start or mid-project) with task/subtask breakdown to project close.
Set timelines and material quantities per task.
- Added: dependency links between tasks (predecessor/successor), enabling a basic Gantt/critical-path view — without this, "timelines" are just dates with no schedule logic.
Task ID/tracking for internal roles (Site Engineer, Site Agent, Foreman, Site Manager) and external (consultants), inspection & approval status.
- Added: status workflow per task (Not Started → In Progress → Pending Inspection → Approved/Rejected → Closed) with required attachments (inspection request forms, approval certificates, NCRs — non-conformance reports).
- Added: document register / drawing revision control — track latest approved drawing revision per task, since construction rework often stems from working off outdated drawings.

Phase Five — Procurement Schedule & Approval

Material quantity planning and sourcing (hardware stores, agents, factories).
Hardware/Agent/Factory directory.
- Added: Bill of Quantities (BOQ) linkage — tie material requirements directly to Phase Four tasks, so procurement timing is driven by schedule, not guesswork.
- Added: Purchase order & delivery tracking — request → approval → PO issued → delivery confirmation (with photo of delivered materials), closing the loop procurement was missing.
- Added: supplier rating/history (price, reliability) for future sourcing decisions.
- Added: stock/inventory level tracking on-site to flag shortages before they stall work.

Phase Six — Site Meetings

Schedule/reschedule site meetings.
Project directory/records list.
App listens to meeting audio.
Auto-generate minutes from the recording.
Share minutes with attendees and interested parties.
- Added: action-item extraction from minutes (who/what/by-when), auto-carried into a tracked action log with due-date reminders — otherwise minutes are just a transcript with no accountability loop.
- Added: agenda templates and pre-meeting circulation of the agenda + prior action-item status.
- Added: attendance register (auto or manual) attached to minutes.
- Added: consent/notice for recording (legal requirement in many jurisdictions) before Phase Six item 20 activates.

Suggested Build Order (Rust/Makepad considerations)

Given Makepad's strength in performant native UI but younger ecosystem (less mature audio/OCR/ML tooling than Flutter or native iOS/Android), a pragmatic sequencing:

Phase 1 + offline sync foundation (core value, proves the data model)
Phase 2 (ID scan — likely needs an external OCR crate or on-device ML model bridge)
Phase 4 (scheduling — mostly a data/UI problem, no exotic dependencies)
Phase 5 (procurement — extends Phase 4's data model)
Phase 3 (chat — needs a realtime backend: WebSocket service)
Phase 6 last, since speech-to-text minute generation is the highest technical risk (likely needs a cloud STT API rather than on-device, given Makepad's current ecosystem) and depends on Phase 3's infrastructure.

This document expands the original scope with items that are standard in commercial construction site-management software (e.g., Procore, Fieldwire, Buildertrend) but were absent from the initial brief — particularly safety/incident logging, schedule dependencies, document/drawing revision control, procurement-to-delivery tracking, and action-item accountability from meeting minutes.

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