How to Create and Approve Construction Sites in CrmLeaf
Construction CRM edition only. Requires the construction vertical add-on module to be enabled for your account by an Administrator.
Availability: Construction CRM edition only. Requires the construction vertical add-on module to be enabled for your account by an Administrator.
Overview
A construction site is the anchor record for a build. Everything that follows in the Construction edition - the site survey, the assessment, the estimate and BOQ, the financial plan and payment schedule, and post-handover maintenance - hangs off a site. The site record also carries the classification of the work, so that reporting and later screens know whether you are dealing with a new residential build, an industrial extension or a civil works package.
Sites carry their own approval state, so a site can be prepared as a draft and reviewed before delivery work begins against it.
How It Works
You create the site against a customer or a lead, classify it, name the responsible engineer, record the permit position, and enter the site attributes. Once the site is approved, it becomes the starting point for the delivery flow.
Create site → Classify and add attributes → Approve → Site survey → Assessment → Estimate and BOQ
- A site is linked to either an existing customer or a lead, so a site can be raised before the work is won.
- Site approval status is
draft,approvedorrejected. - The site's classification values are drawn from the construction master data configured for your account.
- Surveys, assessments, estimates, financial plans and maintenance records all reference the site.
- A goods return can be raised against a construction site as its source document, so returned material can be traced back to the site it was issued for.
- For Construction accounts, the projects card view surfaces built-up area, number of floors, building type and the next payment on each project tile.
Who Can Use This Feature?
Administrator
- Configure the construction master data behind the site classification lists.
- Review sites and set the approval status to approved or rejected.
- Set which roles may view, add and edit site records, and the record visibility scope for each role.
User
- Create a site against a customer or lead and complete its attributes.
- Assign the responsible engineer and record permit information.
- Open an approved site to start the survey and assessment.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- The construction vertical module enabled for your account.
- Construction master data reviewed, so the classification lists offer your own values.
- The customer record or lead the site belongs to already created.
- The user who will act as site engineer added to the account.
For Users
Step 1: Open the construction sites list
Review the existing sites and their approval status before you add a new one, so that you do not duplicate a site that a colleague has already raised.
Step 2: Create the site record
What to do: select Add and link the site to the customer or the lead it belongs to. Enter the site identification and location details, then select the work type, building type and structure type from the lists.
What to verify: the customer or lead shown on the site is the one you intend to bill later, because the financial plan and milestone billing both depend on it.
Step 3: Assign the engineer and record the permit position
What to do: assign the responsible site engineer and record the permit status for the site. Record the ownership of the site and the soil type where these are known.
What to verify: the engineer you assign has access to the construction screens they will need.
Step 4: Complete the site attributes and save
What to do: complete the remaining site attributes, including the built-up area, the number of floors and the other physical characteristics of the build. Complete every mandatory field, then select Save.
What to verify: the site appears in the list with approval status draft.
For Administrators
Step 1: Review and approve the site
What to do: open the site, check the classification, permit position and attributes, then Approve the site. Use Reject where the record is incomplete or the site should not proceed.
What to verify: the site's approval status changes from draft to approved or rejected.
Field and Option Reference
Work type classifies the nature of the work on the site.
| Work type value | Typical use |
|---|---|
new_build | A new structure built from the ground up. |
renovation | Rework of an existing structure. |
extension | Additional area added to an existing structure. |
civil | Civil works packages. |
mep | Mechanical, electrical and plumbing works. |
interior | Interior fit-out work. |
landscaping | External and landscaping work. |
Building type classifies what is being built.
| Building type value | Typical use |
|---|---|
residential | Housing and residential developments. |
commercial | Offices, retail and commercial premises. |
industrial | Factories, plants and warehouses. |
mixed_use | Developments combining more than one use. |
infrastructure | Infrastructure works. |
Structure type classifies the construction method.
| Structure type value | Typical use |
|---|---|
rcc | Reinforced cement concrete framed structures. |
steel | Steel framed structures. |
composite | Structures combining more than one framing method. |
load_bearing | Load bearing masonry structures. |
prefab | Prefabricated structures. |
The site record also carries ownership, permit status, soil type and the site approval status (draft, approved, rejected).
Expected Result
The construction site is saved against its customer or lead with its work type, building type, structure type, engineer, permit position and attributes recorded, and its approval status reflects the review decision. The site can now be surveyed.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Record visibility for sites follows the ownership-based permission scopes (
none,owned,added,both,all), so two users may see different site lists. - Classification values shown on the form come from your account's construction master data. If a value you need is missing, an Administrator adds it there rather than on the site form.
- Site attributes such as built-up area, floors and building type are surfaced later on the projects card view, so entering them accurately pays back in reporting.
Common Scenarios
Example: an interior fit-out for a commercial tenant. The site is created against the lead before the work is won, with work type interior, building type commercial and structure type rcc. Once the permit position is confirmed the Administrator approves the site, and the survey and assessment proceed.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The site cannot be saved. | A mandatory field is empty. | Complete every mandatory field on the form and select Save again. |
| A classification value you use is not offered. | The value is not present in your account's construction master data. | Ask an Administrator to add it in the construction settings area. |
| You cannot approve or reject a site. | Your role does not include the approval duty for construction sites. | An Administrator grants the permission or performs the approval. |
| A colleague's site is not in your list. | Your role's record visibility scope limits you to your own records. | An Administrator widens the scope for your role. |
Frequently Asked Questions
Can a site be created before the customer is won?
Yes. A site can be linked to a lead as well as to a customer.
Does a rejected site block further work?
A rejected site records the review decision on the site. Correct the record and have it reviewed again before starting delivery work against it.
Can material be returned against a site?
Yes. A goods return can be raised with a construction site as its source, which pre-fills the return lines from that site.
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