poolarPROJECT Defect Management
All Defects at a Glance
With poolarPROJECT defect management, all defects are recorded centrally, tracked and documented in an audit-proof manner. Instead of individual tables and confusing mail distribution lists, the system bundles all information in one place.
On the construction site, defects can be recorded directly with the mobile app and, if necessary, processed and assigned later. Several site managers can record defects decentrally – even offline – and then transfer them to the central database, including the specific assignment of responsibilities. The trades responsible are already stored as project participants in the project space and do not have to be managed redundantly, which contributes to simpler collaboration between all project participants.
The time-consuming search in emails can be omitted thanks to the better overview in the defect management module. This ultimately ensures smoother coordination on the construction site and helps to ensure that defects can be rectified more quickly.
Concept
Systematic Defect Management at a Central Location
Transparency and Fewer
Manual Interventions
Transparency and Complete Documentation
Structured
Cooperation
Defect Management is enormously helpful for us because we list all defects here. In the past, there were Excel lists that required a lot of effort to maintain. With the defect management system, we have a proper workflow and can directly involve those involved via email and access. In addition, we save time here and have good verification management.
Jens Esslinger Project Manager EEW Energy from Waste GmbH.
Functions
A Digital Approach to Defect Management
Clearly organised defect recording facilitates digital defect management. It enables fast, precise and audit-proof documentation of defects:
Mobile recording on site
Defects can be recorded directly via the poolarPROJECT app – using a tablet or smartphone, even offline. Photos can be attached directly so that details are available as conclusive evidence.
Quick assignment & detailed views
Intuitive input masks, plan-based defect localisation, templates and clearly structured selection lists enable defects to be precisely assigned to components, rooms or trades. This provides a complete overview of all relevant data, which facilitates rapid processing.
Automated logging
After synchronisation, every recorded defect is stored in a central, audit-proof database. All changes and additions are fully documented – for maximum transparency and legally compliant traceability of all processes.
Central documentation tool
All recorded defects and associated photos and attachments are bundled in one central location. This centralised management significantly reduces the administrative workload and enables fast, well-founded decision-making when rectifying defects.
All recorded defects are brought together in a clear, centralised view – for an overview of the processing status and pending measures:
Overview & filter functions
The central list of defects presents all defects in a clearly structured manner. Intelligent filter and search functions enable quick sorting by component, room, trade or deadline. Status displays, priorities and due dates can be recognised at a glance so that the need for action can be identified immediately.
Automated update & synchronisation
Changes such as status updates are updated in the central list. This synchronisation with the central project database ensures that all information is documented and retrievable in an audit-proof manner.
Central coordination point
By bundling all information – from recording to final defect rectification – the centralised defect list acts as the hub of defect management.
Automated dispatch is a central component of digital defect management. Thanks to integrated processes, defects are communicated automatically and purposefully to the responsible trades – without manual intermediate steps and delays:
Automated email dispatch
Recorded defects, for example, are automatically sent by email to the contact person responsible at 11 p.m. every day.
Configurable shipping options
The dispatch rules can be defined – from the selection of recipient groups to the integration of deadlines and priorities.
Thanks to integrated feedback and complete histories, every change step is documented and remains traceable:
Integrated feedback management
Trades carrying out the work and responsible teams can provide direct feedback on individual defects. Status changes, comments and feedback are recorded in real time, enabling precise coordination and rapid responses.
Detailed history
Every entry and every change is automatically logged in a chronologically organised history.
Transparency & verification
The combined function of direct feedback and automatic history recording creates a centralised pool of information. All processes are comprehensibly documented at all times, which reduces the administrative workload and supports more informed decisions.
Clarity & Mobile App
Dashboard Integration and Mobile poolarPROJECT App
Integration in the Dashboard
The central dashboard bundles defects according to the currently pending work packages, deadlines and responsibilities – for an up-to-date overview of the status at all times:
Clear display
All defects, status display and deadlines are summarised in a clearly structured view. This means that all project participants can immediately see which tasks still need to be completed according to their own responsibilities.
Real-time overview
All important changes and updates are displayed in the central view, which ensures a fast, smooth flow of information.
Mobile App for iOS and Android
The poolarPROJECT app enables fast and direct recording and processing of defects directly on site – even in offline mode:
Mobile recording
Defects can be recorded directly via smartphone or tablet and enriched with photos, comments and room allocations.
Seamless synchronisation
All entries are synchronised with the list of defects and the central dashboard so that information is always up-to-date.
Processing
The app supports an immediate response to defects, which shortens processing times and optimises coordination between project participants.
A Flexible Solution
Discover the Comprehensive Possibilities of poolarPROJECT
Monitor project cost trends, tasks, and progress in real time. Generate clear tables and lists at the push of a button. Work from your smartphone or at the office.
Basic Modules
The digital Workspace, with its structured Plan and File Storage, forms the centerpiece of collaboration in construction projects between all project participants. The Workspace follows the principle of a Common Data Environment (CDE) – a centralized platform for project-related information.
Digital, transparent, and structured review of plans, either directly in the online editor or via your own PDF files, including task and deadline tracking.
Efficient creation, linking, and tracking of meeting items and tasks with specific areas for different types of minutes.
Centralized collection of open and finalized decisions. The module ensures transparency of responsibilities and enables clear workflows instead of sprawling email chains across multiple approval levels.
Additional Modules
Digital review, commenting, and approval of invoices, change orders, and hourly work in structured steps – with clear status indicators, deadline tracking, and complete documentation of the approval processes.
Issue Manager according to BCF standards: Distribution, organization, and evaluation of BCF issues directly in the 3D model – regardless of the BIM software used.
Centralized collection, structuring, and maintenance of space-related information—including technical requirements, equipment features, and other project-specific parameters that can be freely configured.
Construction Site Tools
Recording, locating, and processing defects directly on the construction site—including photos, status tracking, and notification of the responsible trades.
Centralized, cross-trade documentation of construction progress – mobile recording and audit-proof storage, including weather data, photo documentation, and automated PDF reports.
Capture, tag, and manage photos—with a structured image database and powerful search and filter logic.
In addition to the browser version, some modules are also optimized for mobile use in the app of the same name, poolarPROJECT.