More Overview, More Convenient Workflow
You Can Manage Meeting Content Ad Hoc in a Log and Keep an Eye on the Current Status of Tasks
Meeting content is recorded in real time: With the minutes module, all relevant data can be recorded during the meeting and the resulting tasks can be assigned precisely and immediately. At the end of the meeting, the minutes created at the touch of a button can be approved by consensus immediately. The subsequent dispatch to the responsible project participants can also be carried out directly from the tool.
As part of the basic modules in the project space, Protocols enables seamless documentation that fulfils the complex requirements of modern construction projects. The exchange between project participants becomes more transparent and the processing status of assigned tasks can be tracked at all times.
Concept
Interaction Between Operating Comfort and Transparency
Transparency and
Traceability
Simplified
Cooperation
Achieve Your Objectives
in an Easier Way
Recording and Documentation
Customisable at Project Level:
Database-Supported Protocol Management
The basic module Protocol enables the handling of different types of minutes, such as client jour fixes, planner and construction site meetings or other specific project meetings.
The meeting is documented in a structured manner using the tool and can be customised to the respective circumstances.
The input mask for individual minutes supports structured recording. Basic key data, such as details of the project and creation date, are preconfigured. This means less effort for the formal “trappings” – you can begin recording the aspects discussed immediately.
Synergies are created, among other things, by the constantly updated project participant list stored in the system – for the assignment of tasks and the recording of meeting participants and the distribution list.
Calendar widgets make it easy to enter dates when setting deadlines. It is also possible to duplicate minutes and edit them individually if required – including the integration of attachments.
All protocol contents are stored in a central, audit-proof database. This central file storage guarantees up-to-date and complete access to all entries at all times – a central poolarPROJECT approach that is consistently pursued.
The ability to comment directly on minutes and mark the status of individual points promotes transparency and supports seamless project management – a decisive advantage over traditional documentation methods.
Transparency
Centralised Overview and Precise Search & Find
The dashboard bundles minutes and tasks in a clearly organised timeline.
Precise search and filter functions provide direct access to all relevant information.
Minutes on the Dashboard
Dashboard integration
Tasks resulting from the minutes are summarised in the project space dashboard and can be tracked directly. Depending on your personal role in the project, you can view your own tasks or check the status of external tasks at any time.
Timeline view
The chronological order of minutes is displayed in a clear timeline. The tasks displayed are divided into your own tasks, tasks to be checked and tasks from others.
Differentiated colour status display
Open, in-process and overdue tasks are highlighted in colour to provide a quick overview.
Targeted Findability of Content
Full-text search
The powerful full-text search allows you to search and find any keywords – regardless of the type of minute or participant.
Preset filters
Minutes can be grouped according to predefined categories – results can be narrowed down more quickly.
Further filter options
In addition to the preset filters, it is also possible to apply additional filters.
Sortability of the list view
All minutes are displayed in a dynamically sortable and filterable list, which improves navigation and transparency.
The Poolarserver’s Meeting Minutes function is truly a great support for our client meetings. It allows us to clearly record all important information and decisions, thereby optimizing communication with general planners and specialist planners. Thanks to the feedback function and the ability to assign clear responsibilities, everyone involved is always on the same page and can work together more efficiently.
Ricarda Braun Contracting Authority, New Hospital Campus, Lörrach
Task Management
Minutes Become Tasks:
The Direct Route From Discussion to Implementation
The function for deriving tasks from minutes enables the seamless transfer of meeting content into concrete measures. The direct link to the project participant list means that any tasks that arise are immediately assigned to the relevant person responsible.
This precise control forms the basis for targeted collaboration by avoiding misunderstandings and simplifying coordination processes.
The integrated comment function enables targeted post-processing of individual minutes. Additional comments, feedback and detailed results can be entered in a clearly designed input mask. All comments are documented in an audit-proof manner and archived in a continuous history for transparent tracking of updates.
The integrated status display provides a clear visualisation of the processing status of individual minutes and associated tasks.
In the minute overview, all individual log items are colour-coded to indicate the current processing status – for example, “open” or “processed”. In addition, open minutes are listed in the dashboard’s integrated timeline so that the status and current deadlines are visualised graphically with colours and bars.
This dynamic real-time update ensures that all relevant information is always up to date and that the project progression can be managed efficiently.
Export and Dispatch
Distribution Made Easy:
You Can Export Minutes and Send Them Directly From the System
The consolidated minutes of proceedings summarise all the individual points recorded during a meeting in a clear document. It is created automatically to provide a comprehensible overview of the content discussed. Exportable as a PDF and customisable, it forms a comprehensible conclusion in a compact document format for all recipients.
The PDF design enables a customisable display of the minutes. In addition to the standardised text form, project-specific adaptations can be made, such as the integration of logos or specific layout specifications. This flexibility ensures that each minute is presented professionally and consistently with the corporate identity. The export as a common PDF format ensures that the final report document can be passed on in the usual way.
The automated email function in the Protocols module enables consolidated minutes to be sent on time and in an audit-proof manner. At the touch of a button, the meeting minutes are sent as a PDF to defined recipients – both participants present and external addresses. Flexible management of recipient lists enables the assignment of specific groups or individual addresses, depending on requirements and project needs. Every dispatch process is automatically recorded, which ensures complete traceability and simpler communication within the project.
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.