poolarPROJECT Workspace CDE
Files, Communication and Tasks – All in One Central Location: Single Source of Truth for Construction Projects
In complex construction projects, centralised, reliable information is the basis for smooth processes and well-founded decisions. poolarPROJECT offers a digital project space for this purpose: a Common Data Environment (CDE) for centralised data storage and management, as well as the associated tools for project-related collaboration and the associated processes throughout the planning and construction phase.
The focus is on plan and document management – with centralised, versioned file storage, automatic version logic and intelligent structure. This means that everyone involved always works with the latest, approved information.
In addition, the project space forms the central interface for communication and task management. A structured project participant list, clear roles and a dashboard with module-specific tasks support collaboration in day-to-day project work.
As a private cloud solution, poolarPROJECT ensures up-to-date data statuses, legally compliant traceability (via history function) and mobile availability – also offline via app for selected functions, available for iOS and Android.
Concept
Structured, Secure and Centrally Controlled
Project Participants
and Roles
All project participants – from the client, project manager and planner to the trades carrying out the work – are mapped centrally with defined roles, rights and contact details. This makes it clear who is responsible and who needs to be informed.
Documents, Tasks and
Traceability
Structured plan and document management with versioning, plan approval and audit-proof history is a basic component. In combination with the task dashboard, digital processes are created that are documented, controllable and traceable.
Common
Information Basis
A reliable source for all project data:
poolarPROJECT creates the basis for a single source of truth in the construction project with a centralised, digital solution. Everyone involved has access to the same, up-to-date information – clearly structured, unambiguously versioned and traceable at all times:
Project Participant List
The address list records the contact details of all project participants – regardless of whether they have access to the project space. It also serves as a central element in the project space when it comes to controlling access rights.
All internal and external project participants in one place: complete, up-to-date and project-related.
Access rights can be assigned on a role-based and differentiated basis. This ensures security, transparency and traceability.
People are linked to relevant tasks, plan approvals or processes in the project space.
The list of participants can be easily exported as a PDF or Excel file for meetings or documentation.
Our poolarPROJECT app (for Android and iOS), which is part of the product line and has the same name, also provides mobile and offline access to the project participant list.
Dashboard with Tasks
The dashboard is the central entry point into the project space: The tasks shown there are directly linked to responsibilities, deadlines and relevant modules. The dashboard thus becomes the control centre for the daily progress of the project. It shows at a glance which tasks are pending, which deadlines are running and where there may be a need for action in the project.
Tasks arise directly from modules such as the planning review, defect management or an invoice approval – automatically linked and directly visible in the dashboard and ready to be processed.
All open tasks from the associated modules, including responsibility, due date and processing status, are highlighted in colour for a quick overview. This enables centralised control, monitoring and progress tracking.
The view adapts to the respective login: Project managers see different information to planners or trades carrying out the work. This keeps the focus on what is essential for your own work.
Click for a detailed view: Tasks can be folded out on the spot and offer direct access to relevant documents or inspection steps resulting from workflows.
Plan and File Storage
Document management is a central foundation in the poolarPROJECT digital project space – and therefore also the core of the Common Data Environment (CDE). All project-related information can be collated here: Plans, expert reports, protocols, documents, 3D models and much more.
The aim is a structured, version-safe and comprehensible administration that creates a standardised working basis for all those involved.
All information is stored centrally, clearly assigned and structured according to standardised specifications across all projects – based on clearly defined systems.
File storage by trade, plan type, area, etc. ensures a clear overview. Authorisations via the project participant list control who can see, upload and edit what.
Every change is documented in a traceable manner. Automatic versioning (e.g. for plans) and the constantly updated history, which documents changes in a traceable manner, creates transparency and traceability.
Automated assignment using standardised naming conventions, which can be agreed with us, reduces errors and saves time during file storage.
3D models in IFC format can be opened and viewed in the project space without using your own CAD software. With flexible camera functions or dynamic views of the building via sections and planes, the integrated IFC viewer offers a quick and convenient way to explore 3D models.
Thanks to intelligent search and filter functions, users can quickly find the documents they need in the structured file repository – including versions, metadata and status information.
Extended Working with Plans and Documents in the Workspace
Plan Update Check Using QR Codes in the App
The automatic placement of a QR code on plans makes it easy to check that they are up to date using the poolarPROJECT app – even directly on the construction site:
Office Online for Microsoft Word, Excel and PowerPoint
The Office Online function is a functional extension of our plan and file storage structure and enables MS Word, Excel and PowerPoint files to be edited directly from the project space:
Online Viewer Incl. PDF Difference Viewer
The integrated viewer enables direct access to PDF files, stepless zoom and supports the checking of plans in the web browser:
Beyond the Integrated Viewers:
Manage BCF Issues via the Workspace and Check Planning
BCF Issue Management
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.