Modules guide

The Gantt module is a full critical-path scheduling tool built for construction.

Creating tasks — click the + New task button or click an empty row in the label panel. Enter a task name, WBS code, start date, duration, and predecessor WBS codes (comma-separated).

Dependencies — four types are supported: FS (Finish-to-Start), SS (Start-to-Start), FF (Finish-to-Finish), SF (Start-to-Finish). Enter predecessor WBS codes in the PRED column to create links. Dependency arrows are drawn on the timeline.

FS scheduling — when a predecessor finishes, its successor is automatically pushed forward. The rule is: *successor start = predecessor end + 1 working day*. This matches CPM / Primavera P6 / MS Project convention.

Calendar presets — set in Project Settings → Schedule. Controls working days, hours per day, and whether FS successors snap to the next working day or next calendar day (useful for 24/7 mining operations).

Zoom levels — use the zoom slider in the toolbar to switch between day, week, month, and quarter views.

Bulk operations — select multiple tasks with the checkboxes, then use the bulk action bar to delete or reassign.

Weekend shading — non-working days are shaded on the timeline. Weekend columns in the header have a stronger shade to make them visually distinct.

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## Task types

Every Gantt task has a task type which controls how its duration is calculated and how it appears on the timeline. Set the type using the three-button selector in the Create or Edit task sheet.

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## Level of Effort (LOE)

A Level of Effort task represents ongoing support work whose duration is entirely determined by the project work happening around it — not by a fixed deliverable.

How it works in TaskRox: When the schedule is refreshed, a LOE task automatically stretches its dates to span from the *earliest start date of its predecessors* to the *latest end date of its successors*. You do not set the duration manually — the LOE bar grows or shrinks as the surrounding tasks shift.

When to use LOE: - Site Supervision / Superintendent — on-site management that lasts for the full construction period - Project Management — PM oversight that covers the entire delivery phase - Quality Assurance — QA presence that spans from first earthworks through to practical completion - Safety Officer / HSE — site safety cover that must match the active construction window - Client Reporting — weekly or monthly reporting that runs for the life of the project - Design Management — design coordination that runs from mobilisation to construction completion

How to create a LOE task: 1. Click + New task (or click an empty label row). 2. In the Task Type selector, click LOE ⌇. 3. Set the predecessor WBS codes in the PRED column to define the start anchor. 4. Add the downstream tasks that will define the end anchor as successors (tasks that have this LOE as a predecessor, or share the same schedule window). 5. Save — the bar dates are managed automatically on each schedule recalculation.

What you *don't* do with LOE: Don't set a fixed duration or manually edit the end date — those inputs are disabled for LOE tasks. The system owns the dates.

The Kanban board shows tasks across four columns: Backlog, In Progress, Review, Done.

Creating tasks — click + Add task at the bottom of any column. Enter a title, then open the task card to add description, assignee, priority, and due date.

Moving tasks — drag cards between columns. Moves are saved immediately (optimistic UI — no spinner).

Priority flags — Critical (red), High (orange), Medium (blue), Low (grey).

Task detail — click any card to open the detail sheet. Add comments, edit description, set due date and assignee.

Filtering — use the toolbar filters to show tasks by assignee, priority, or label.

Calendar is an aggregated month view, not a separate work register.

What appears in Calendar - Kanban Tasks — operational tasks from the Kanban task table - Events — due/action dates from RFI, QA/NCR, HSE, plus project holiday dates

What does not change in Calendar - Gantt schedule logic remains in Gantt (gantt_task, dependencies, calendar rules) - RFI/QA/HSE workflows remain in their own modules

View controls - All — show tasks + events - Tasks — show only Kanban tasks - Events — show only non-task module events

Quick action - New Kanban Task creates a Kanban task from the selected date - Use module shortcuts in the side panel for new RFI/NCR/HSE records

This keeps one source of truth per record type while still giving a single timeline view.

The Resources module is the project deployment layer. It answers: who and what is deployed on this project right now?

Personnel — add people from Workforce into the project roster, then track project role, company, crew, shift, work area, dates, and readiness status.

Plant & Equipment — assign assets from the organisation fleet to the project, then track operator, mobilisation state, work area, out-of-service status, and custody state.

QR custody — field users can scan an asset QR code in the Android app, resolve it through the backend, review the current asset status, then check out or check in the asset when permissions and server state allow it. Scanning never performs checkout automatically.

Materials — manage project material lines with target, ordered, delivered, and used quantities plus supplier contacts and hold states.

Resources complements Workforce and Fleet. It does not replace those master records.

Site Diary captures narrative day-to-day site context (conditions, events, chronology), while Daily Reports handles structured shift reporting for labour, plant, production, and approvals.

Tabs — Overview, Reports, Labour, Plant, Production, Approvals, and Exports.

Shift reports — capture supervisor, company, location, weather, summary, delays, handover notes, and linked records.

Child entries — labour, plant, and production rows sit under the shift report and can later be filtered project-wide for controls and reporting.

Workflow — Draft → Submitted → Approved / Returned / Rejected.

Costing — approved labour and plant entries can use configured rate tables so actual costs and exports line up with field-approved data.

Photos is a dedicated project photo module, separate from file attachments in Diary, HSE, QA, or Wall.

Views — All Photos, Albums, Timeline, and Linked.

Metadata — each photo can store category, caption, tags, timestamps, optional GPS/location data, and a source link back to the originating record.

This makes photos reusable across progress reporting, defects, incidents, claims, handover, and other evidence-heavy workflows.

RFIs (Requests for Information) track formal queries from site to the design team.

Raising an RFI — click New RFI. Fill in title, description, discipline, priority, due date, originator, and addressee. Attach drawings or documents using the document picker.

Status workflow — Open → In Review → Responded → Closed.

Section templates + type presets — configure response section templates and RFI type presets in Project Settings → RFI. At creation time, users select a preset and can adjust sections before issue.

Per-section authority — each response section uses explicit authority (assigned_user, assigned_company, assigned_role, or open_authorised). Ordinary response actions are shown only to users who match section authority.

Admin boundary — project/module admins manage reassignment and can use override only through a separate action with mandatory reason and audit history.

Approval chain — RFI responses can still require sequential approval from nominated reviewers before being marked Responded.

Edit history — every field change is logged. Click the History panel on the RFI detail page to see who changed what and when.

Linked documents — TaskRox uses one reusable document-picker pattern anywhere a workflow needs controlled project evidence. In RFIs, use the picker in Ref Documents & Attachments when raising the RFI, or click Edit on an existing RFI and use Ref Documents → Add from library to choose current project documents without leaving the detail page. The same linking model is intended for QA, HSE, MOC, decisions, correspondence and other evidence-heavy records.

The QA module has three tabs: Test Requests (TR), NCRs, and ITPs.

Test Requests — raise a TR for a soil compaction test, concrete pour, or any inspection. Enter lot number, chainage, layer, material, and work type. The system generates a unique TR number. Email the test request to the soil technician or NATA lab directly from the platform — they receive a one-time link to submit results.

Pass/Fail — once results are received, the QA engineer marks Pass or Fail. A failed result automatically opens a pre-filled NCR sheet linked to the TR and lot.

NCRs (Non-Conformance Reports) — track corrective actions. Assign to a team member, set a close-out due date, and attach close-out evidence. NCRs link back to the originating TR.

ITPs (Inspection & Test Plans) — create ITP templates with line items (Hold Point / Witness Point / Review / Document Review). Sign off each item per lot in the sign-off grid.

HSE is now a grouped safety workspace rather than only an incident register.

Reactive — Issues, Incidents, Hazards, Alerts, Investigations

Risk & Planning — WRAC, JSA, SWMS, Take 5, Critical Risks, Controls

Assurance — Inspections, Field Interactions, Toolbox

Insights — analytics and trend views

This gives the project team one place for reactive events, workfront risk planning, field verification, and reporting.

The Decisions module is the governance layer above questions, changes, and approvals.

Decision register — track formal decisions with number, title, decision statement, rationale, impacts, authority, and due date.

Candidate queue — RFIs, MOCs, and other records can be promoted into decision candidates before becoming full decision records.

Workflow — Candidate → Draft → Under Review → Awaiting Approval → Approved / Rejected / Deferred / Superseded → Closed.

This keeps major project outcomes traceable rather than buried inside email chains or linked registers.

The MOC module manages formal change control for scope, design, or process changes.

Raising a MOC — click New MOC. Describe the change, assign a category, and set priority.

Workflow stages — each MOC moves through: Draft → Under Review → Approved / Rejected → Implementation → Verification → Closed.

Action items — add implementation action items with assignees and due dates.

Approvals — configure an approval chain using MOC templates. Approvers are notified and must approve/reject in sequence.

Briefings — record who was briefed about the change and when.

Verification — document that the change was correctly implemented before closing.

Correspondence is the project email workspace for controlled inbound/outbound communication, formal issue workflows, and traceable linked records.

Channels and identities — use organisation and project channels with controlled sender identities so replies come from the correct project or role context.

Thread register — manage thread status, filing state, class, priority, assignment, and linked project context from one place.

Drafts and approvals — create internal and external drafts, route approvals where required, then issue with full traceability.

Formal outputs — issue governed notices or formal correspondence with issue numbers, revision/supersede handling, and delivery-event tracking.

Imports and continuity — import historical correspondence in bulk to preserve continuity and avoid losing project history during migration.

AI assistance — generate summaries, draft suggestions, and link suggestions with provenance while keeping final approval in human hands.

The Budget module has two tabs: Budget and Cost Estimate / BOQ.

Budget tab — add line items with original budget, committed cost, and forecast to complete. Variance is calculated automatically. Summary cards show total budget health at a glance.

BOQ tab — an AG Grid spreadsheet editor for Bill of Quantities. Add sections (headings) and line items under each. Columns: item no., description, unit, quantity, rate, amount. Subtotals are calculated per section.

Excel import — use the BOQ Import sheet to paste or upload an Excel BOQ. The importer auto-detects columns and previews before bulk-inserting.

Export — both Budget and BOQ support CSV export from the toolbar.

The Documents module is a project document management system.

Folder tree — create folders and subfolders to organise documents. Drag to reorganise.

Uploading — drag files onto the upload zone or click Upload. Supported: PDF, DWG, DOCX, XLSX, images, and more. Max 50 MB per file.

Revisions — each document tracks revision (Rev A, B, C…) and status (For Construction, For Review, Superseded, Void).

Serving — files stay private and are served through authenticated, RBAC-gated access routes (including signed access flows where configured). Share download links — only permitted project members can access them.

Document picker — RFIs and other modules can link documents via the document picker dialog. This is a platform pattern, not just an RFI feature: controlled project documents can be attached to whichever workflow needs drawings, specifications, approvals, evidence or close-out context. RFIs support this at creation and again from edit mode through Ref Documents → Add from library.

Traffic Management Plan (TMP) Builder — create structured TMP draft layouts in the standalone TMP module. Drag-and-drop canvas with AS 1742.3 signage library, lane closure templates, traffic control device placement, advance warning distance guidance, and PDF export with project metadata and disclaimer. TMPs have their own register, workflow, and project module permission. Final compliance remains subject to competent person review.

TaskRox gives you two complementary communication layers so project communication is fast and auditable.

Wall is your project feed for updates, progress photos, videos, reactions, and category-tagged posts (General, Progress, Safety, Weather, and more).

Messages is your channel-based workspace for team conversations. Every project starts with #general, then teams can add discipline- or package-specific channels.

Together, Wall and Messages reduce dependency on scattered chat apps while keeping project context in the platform where delivery work is actually happening.

Contacts keeps a clean stakeholder register with internal/external classification, invite status, and role-aware access.

Reports aggregates key project signals across modules so PMs, directors, and client-side stakeholders can review performance without manually stitching spreadsheets.

This pairing gives teams better visibility: who is involved, what is happening, and where attention is needed next.

Closeout is the governed project completion workspace. It guides the team from delivery evidence through lessons learnt, operational readiness, handover evidence, close-out reporting, follow-on actions, contract improvements, and final archive.

Overview — shows report status, lessons learnt counts, open RFIs/NCRs/HSE actions/MOCs/decisions, readiness percentage, follow-on actions, archive readiness advisories, and final archive state.

Close-Out Report — build a structured completion report with selectable sections, editable narrative, auto-ingested KPI/readiness summaries, lessons, actions, contract improvements, and appendix evidence. Export DOCX or open the print-ready report preview for PDF printing.

Lessons Learnt — capture positive and negative lessons from day one. Link supporting records such as photos, documents, RFIs, NCRs, HSE records, MOCs, and decisions. Report wording can be adjusted without changing the original lesson record.

Operational Readiness — track handover, commissioning, documentation, training, support and other readiness items with status, due dates, required flags, and notes.

Follow-On Actions — record post-completion actions with owner, priority, status, due date, and linked records.

Contract Improvements — capture procurement and contract lessons for future work: clause or scope reference, recommendation, rationale, owner, priority, status, and source links.

Archive — run advisory readiness checks before freezing the project record. Checks warn but do not hard-block archive; authorised users can continue after explicit confirmation. Archived projects become read-only and can be unarchived from Closeout where permissions allow.

TaskRox includes global operations pages for action management and event awareness:

• My Tasks — your cross-project action queue for assigned work (Kanban, Gantt, RFIs, NCRs, HSE actions)
• Notifications — your event inbox with unread tracking, mark-read actions, and deep links

This design separates work from noise: My Tasks tells people what to do now; Notifications tells people what changed.

Org Chart provides an interactive visual hierarchy of the project team.

It reads from Workforce and Resources data to display reporting lines, company grouping, supervisor relationships, and status badges.

For delivery teams, this helps speed up onboarding, escalation paths, and package coordination — especially on projects with multiple contractors and consultants.

TaskRox separates real operational assets from reference model data:

• Asset Management — organisation-owned, hired, and leased equipment with QR identity, supplier, ownership, commercial, document, compliance, and event history
• Fleet — filtered plant and vehicle asset operations with status, service dates, and deployment context
• Plant Library — reference catalogue of makes/models/specs for standardised asset selection
• Project Resources — project deployment and QR custody checkout/check-in for assets assigned to the active project

Android field users scan QR tags against the backend source of truth. The resolver returns only the asset status and custodian fields the user is allowed to see, then checkout/check-in writes the project-scoped custody state and audit trail.

This structure helps teams manage actual equipment while maintaining a clean, reusable plant knowledge base for planning and procurement decisions.

TaskRox has two connected operational domains that share a single canonical compliance source.

Training — the Training Library is the canonical list of every kind of compliance item: courses, licences, VOCs, medicals, inductions, authorisations, SOP acknowledgements, and unit qualifications. The Training module also covers sessions, enrolments, attendance, results, certificates, refreshers, and worker Evidence.

Workforce — organisation-wide competency, clearance, and mobilisation engine. It manages people, project requirements, mobilisation, expiries, and exceptions, all sourced from the same canonical Evidence the Training module writes.

My Training Passport — the worker-self lane at /my/training. Workers upload their own training evidence, view their records, expiries, and per-project readiness, and share their passport with employers, projects, or external recipients (with strict medical-privacy rules — public links can never expose raw medical detail). Admins verify, reject, or request clarification from /training/passport-queue. Every state transition is audit-logged; verifications, rejections, and clarification requests notify the worker.

The clean rule is: One Training Library, one worker Evidence record per item, one project requirement engine, and one matrix. Training delivers the outcome; Workforce, Project Training, Resources readiness, and Site Pass all read the same canonical Evidence record without maintaining separate status sources. The worker passport is the worker-facing window onto that same canonical Evidence — workers own their own training data and carry it across projects and employers.

AI Studio is the dedicated AI workspace in TaskRox for project-aware Q&A and reusable outputs.

Tabs — Chat, Reports, Saved.

Project context — when a conversation is scoped to a project, responses are grounded with live project context (for example task, RFI, NCR, HSE, budget, and milestone summaries).

Decision-grade trust signals — responses include provenance metadata such as scope, data timestamp, queried domains, confidence label, and assumptions when inference is used.

Controls — users can stop an in-flight stream and regenerate the latest assistant answer. If a response stream is interrupted, partial output is preserved and a user-safe error message is shown.

Outputs — generated content can be saved as reusable outputs instead of disappearing inside one-off chat sessions.