TrackSmart solves one of the most critical challenges in construction site management: unaccounted material shrinkage, misplaced equipment, and unverified installations. By establishing a strict digital chain of custody driven by unique QR codes, every physical component, from high-value equipment like rotary drills to bulk infrastructure materials like pipes and valves, is accounted for in real time.

• Zero Anonymous Movement: No asset enters, moves within, or exits the jobsite without being scanned and assigned to an authenticated user.
• Dual-Role Field Architecture: Distinct, streamlined interfaces for Storekeepers managing physical site stores and Supervisors executing field installations.
• Virtual Store Accountability: Each supervisor operates a personal 'Virtual Store' ledger of checked-out assets, maintaining 100% individual custody tracking.
• Offline-First Resilience: Full mobile functionality in signal-deprived basements, tunnels, and remote zones with automatic cloud sync upon reconnection.

The physical journey of every asset on a TrackSmart-enabled project follows a closed-loop verification pipeline:

1. 1Central Web Dispatch: An Administrator on the TrackSmart Web Platform assigns materials or purchase orders to a specific project store.
2. 2Storekeeper Stock In: When physical delivery reaches the jobsite, the Storekeeper scans item QR codes via the mobile app, verifying the manifest and registering items into physical store inventory.
3. 3Storekeeper Stock Out (Issuance): A Supervisor requests materials or tools. The Storekeeper issues them by scanning the items and assigning them to the supervisor's unique account.
4. 4Supervisor Virtual Store Stock In: The Supervisor acknowledges receipt by scanning the items, immediately transferring custody into their personal Virtual Store.
5. 5On-Site Installation or Return: Consumable materials (e.g. pipe joints) are scanned and geo-tagged upon installation. Reusable tools (e.g. power drills) are returned to the storekeeper or transferred to a peer supervisor.
6. 6Verification Handover: Installed assets automatically flow into the web portal for Quantity Surveyor (QS) sign-off and billing verification.

The TrackSmart mobile app automatically configures its interface based on the logged-in user's assigned role:

• Storekeeper: Manages the physical warehouse/laydown yard on site. Responsible for accepting bulk supplier shipments ('Receive Order'), checking in returned items from supervisors ('Receive Returned'), issuing stock to supervisors, marking damaged stock, and maintaining warehouse audit logs.
• Supervisor: Manages field installation crews and temporary tooling. Maintains a personal Virtual Store of assets in their custody, accepts issued materials, executes peer-to-peer transfers or warehouse returns, and records verified installations with GPS geo-tagging.

Access to TrackSmart Mobile is granted by your organization's Web Administrator. Field personnel can authenticate using either their registered organization email address or their National Identity Card (NIC) number, paired with their secure password.

1. 1Launch the TrackSmart app on your Android device.
2. 2Enter your registered Organization Email Address or National Identity Card (NIC) number.
3. 3Enter your secure password.
4. 4Tap Login to authenticate with the central TrackSmart server.
5. 5Upon initial login, the application synchronizes project metadata, active stores, and local cryptography tokens.

After authentication, TrackSmart automatically detects your profile permissions and loads the corresponding dashboard:

• Storekeepers are directed to the Storekeeper Home screen displaying Stock In, Stock Out, and Mark as Damaged tiles.
• Supervisors are directed to the Supervisor Home screen displaying their personal Virtual Store summary, Stock In, Stock Out (Returns/Transfers), and Installation tools.

A Project represents one construction jobsite (e.g. Kandy). Before stores, items, users, or orders can be assigned anywhere, at least one project must exist. The Project module lives under CONFIGURATION > Project and uses an Add Project / Projects tab pair.

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1. 1From the left navigation, open CONFIGURATION > Project.
2. 2On the Add Project tab, enter the Project Name.
3. 3Set the Start Date and End Date for the construction program.
4. 4Select the Project Status from the dropdown.
5. 5Click Add Project to save. The project immediately becomes available across stores, users, orders, and reports.

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• Use the entries-per-page control and pagination to browse large project portfolios.
• The Action column allows editing project details or removing decommissioned projects.
• Every downstream filter (orders, reports, QS verification, installation map) is scoped by project.

A Store is a physical warehouse or laydown yard on a jobsite. The Stores list shows both main site stores (e.g. Kandy Main Store) and supervisor-linked stores. Storekeepers operate against these stores in the mobile app.

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1. 1From the left navigation, open CONFIGURATION > Store.
2. 2On the Add Store tab, enter the Store Name.
3. 3Click Add Store to save.

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The Item module (CONFIGURATION > Item) is the master catalog of everything TrackSmart can track — from 600DI bends and flanges to power tools. Items are organized by Item Hierarchy Group (e.g. WSP Materials), and the Item List can be filtered by group with search and pagination.

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1. 1Open CONFIGURATION > Item and switch to the Add Item tab.
2. 2Select the Item Hierarchy Group the item belongs to.
3. 3Select the Measurement Unit (e.g. Nos, mm).
4. 4Enter the Item Name using site convention (e.g. 600DI DF90Bend(PN16)).
5. 5Click Add Item to save. Hierarchy values and properties are attached afterwards.

Item Hierarchy Values define the classification tree inside each hierarchy group. For WSP Materials the tree runs Item Category and Item Sub Category down to Item Type. Selecting a node in the tree opens its values table, where entries like DI Pipes & Fittings, PE Pipes & Fittings, and PVC Pipes & Fittings are maintained with Add New, edit, and delete actions.

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• Choose the Item Hierarchy Group first — the tree renders per group.
• Click a tree node (Category, Sub Category, Type) to manage that level's values.
• Keep value names consistent; they appear in mobile scanning and report filters.

Shared properties describe specifications common to many items, such as diameters and lengths. The model has three levels: Item Property Name defines the attribute (e.g. Diameter 1), Item Property binds that attribute to a measurement unit (e.g. Diameter 1 in mm), and Item Property Value records the actual value per item (e.g. 400DI DF90Bend has Diameter 1 of 400mm).

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Where shared properties describe the specification, Unique Properties track per-QR-instance data — values that can differ between two physical copies of the same item. The setup mirrors shared properties: define a Unique Property Name, bind it to a unit as a Unique Property, then attach it to specific items via Item Unique Property.

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Measurement Units (CONFIGURATION > Measurement Unit) power quantities on items, properties, and reports. Define each unit once — mm, Nos, cm, Deg. — then reference it everywhere.

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Field personnel cannot self-register. A Web Administrator creates each account under USER MANAGEMENT > Users on the Add User tab. The username doubles as the mobile login identity: an organization email address or a National Identity Card (NIC) number, paired with a password.

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1. 1Open USER MANAGEMENT > Users and stay on the Add User tab.
2. 2Enter the First Name and Last Name.
3. 3Select the User Role: Admin, Supervisor, Store keeper, Quantity surveyor, or Report User.
4. 4Enter the User Name — the NIC number or organization email used for mobile login.
5. 5Set the Password and Confirm Password, then click Add User.

The Users tab lists every account with its role. Filters narrow the register by User Role and Project before applying. Each row carries edit and password-reset actions, plus drill-ins that reveal exactly which stores and projects that user can operate in — the same scope the mobile app enforces at login.

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• Supervisors and Store keepers get mobile access scoped to their assigned stores and projects.
• Quantity surveyors work the QS Verification queue for progress sign-off.
• Report Users receive read-only reporting visibility without operational rights.
• Use View Stores and View Projects to audit a user's scope before they head to site.

Order Registration starts the physical chain of custody. An administrator selects the destination project, assigns an order number, then adds the line items being dispatched to site. The moment the order is saved, it becomes receivable on the storekeeper's mobile app.

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1. 1Open Order Registration and stay on the Place Order tab.
2. 2Step 1 Add Order Details: select the Project and enter the Order Number.
3. 3Click Add Order Detail to create the order header.
4. 4Step 2 Add Items: add each catalog item and quantity travelling under this order.
5. 5Save the order. It is now visible to the storekeeper under mobile Receive Order.

The Orders tab lists every dispatch with its order number and project (e.g. SCL-PO/9/2024/33068 for Kandy). Filter by project, page through the register, and open View Details on any row to inspect its line items.

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Installation Map (MAP section) renders all supervisor-recorded GPS positions on a Leaflet map. Pick a project from the selector and read status straight off the legend: Installed, Installation in Progress, or Submitted – Awaiting Confirmation.

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QR History (CONFIGURATION > QR History) answers who had an asset and when. Enter a QR code, click View History, and the table reconstructs every handover: the QR code, the Current Handler, the person it moved To, and the Record CreatedAt timestamp for each hop.

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Reports > View is the analytical core: two filter bands narrow any question. The top band fixes scope (Section Type, Project Status, Project Name, Order Number, Report Name such as Stock In Report, Report Type such as Item Wise, Hierarchy Group). The second band fixes time and actor (Date Range, Actor Types such as Store, and Actor). Results tabulate Item Name, Unit, Type, and Item Count split into Total, Full, and Part columns.

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Every supervisor installation synced from mobile lands here under QS Verification > Pending Verifications. Filter the queue by Installation Code, Supervisor, or Date Range, then open any Installation Code card — showing date, time, supervisor, and project — with Verify Now to inspect measurements, photos, and GPS evidence before deciding.

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Installations that fail inspection move to Rejected Installations. Each card pairs the original Installation Code with its Rejected Code, supervisor, and timestamp. Opening a card via View reveals the QS rejection reason so the field crew knows exactly what to rectify and resubmit.

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Approved work lands in Verified Installations, pairing each Installation Code with its Verified Code. These records are the certified source of truth for Quantity Surveyor sign-off, measurement, and progress payment claims.

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The Stock In module is the entry portal for all physical assets into the project store. Whether receiving a high-capacity delivery from an external supplier or receiving a returned drill from a field supervisor, every item must be scanned into store inventory.

When an administrator assigns a purchase order or material batch to a project on the web app, it appears in the mobile app under 'Receive Order'.

1. 1From the Stock In menu, tap Receive Order.
2. 2Select the active delivery consignment or manifest assigned by the web administrator.
3. 3Aim the device camera at each arriving material's QR code. The app validates the QR against the order manifest.
4. 4Confirm quantity and physical condition. If any items are broken or incorrect, select 'Reject / Return to Supplier'.
5. 5Tap Complete Receipt to finalize. All scanned items are instantly added to the physical store's active inventory.

When supervisors finish using temporary equipment (such as rotary hammer drills, grinders, or extension cables) or bring back surplus materials, the Storekeeper processes them under 'Receive Returned'.

1. 1Tap Receive Returned from the Stock In menu.
2. 2Scan the QR code on the item presented by the returning supervisor.
3. 3Verify the supervisor's identity on screen. The system displays who checked out the item and when.
4. 4Inspect the tool or material for damage. If functional, confirm the return.
5. 5The item is deducted from the supervisor's Virtual Store and returned to the physical store inventory.

The Stock In Records screen provides an immutable audit log of every receipt transaction executed by the storekeeper.

• Filter records by date range, delivery order number, or returning supervisor.
• Tap any transaction to inspect individual QR serial codes, item descriptions, and timestamps.
• Export or sync data directly with central jobsite reporting.

Stock Out represents the discharge of materials or tools from the physical store to the field. Under TrackSmart protocol, items are never released to an anonymous crew; they must always be issued directly to an authorized Supervisor.

Storekeepers can issue two categories of physical assets:

• Consumable Materials: Pipes, fittings, cable trays, and building components intended for permanent field installation.
• Reusable Tools & Plant: Power tools, testing instruments, and safety apparatus that are expected to be returned after work completion.

1. 1From the Stock Out menu, tap Issue Materials.
2. 2Select or scan the badge of the receiving Supervisor.
3. 3Scan the QR code on each item being released from the store.
4. 4Review the checkout list with the supervisor to confirm item descriptions and quantities.
5. 5Tap Confirm Issue. The items are removed from warehouse inventory and queued for acknowledgment in the supervisor's Virtual Store.

The Stock Out Records screen maintains a complete timeline of all issued assets, identifying who authorized the release and which supervisor holds current custody.

Damaged materials and faulty equipment pose safety risks and cause expensive delays. TrackSmart provides a dedicated 'Mark as Damaged' workflow that immediately flags the item across the entire platform and removes it from active circulating inventory.

Storekeepers can flag items returned from the field in poor condition, or items damaged during transit and warehouse handling.

1. 1Tap Mark as Damaged from the main navigation.
2. 2Scan the QR code of the damaged tool or material.
3. 3Select the damage category (e.g. Broken Housing, Electrical Failure, Cracked Pipe, Missing Components).
4. 4Enter detailed remarks regarding the cause of damage and physical condition.
5. 5Tap Submit Damaged Record. The asset status switches to 'Damaged / Quarantined' and cannot be issued to supervisors.

In traditional construction sites, materials frequently go missing because items enter a shared 'black hole' once they leave the warehouse. TrackSmart eliminates this through the Virtual Store.

Every Field Supervisor has a personal digital 'Virtual Store'. When a supervisor checks out pipe joints, cabling, or power drills from the Storekeeper, those assets are credited directly into that supervisor's Virtual Store. The supervisor remains legally and operationally responsible for those items until they are marked as installed on site, transferred to another supervisor, or returned to the warehouse.

• Stock In: Scan and accept items issued from the central store into your Virtual Store.
• Stock Out (Transfer & Return): Transfer tools/materials directly to peer supervisors or return surplus items back to the Storekeeper.
• Installation: Scan installed items, record precise GPS coordinates, and submit them for QS verification.
• Records & History: Instant access to all inbound, outbound, and installation receipts.

When a Storekeeper executes a Stock Out issuance to you, those items are pending your physical acknowledgment. Tapping 'Stock In' opens the module to verify and accept custody.

To accept items into your Virtual Store, scan each QR code to confirm that what is in your hands matches what was issued in the system.

1. 1From the Supervisor Stock In menu, tap Receive.
2. 2Scan the QR codes on the materials or tools being received.
3. 3The app confirms matching serial numbers and displays item specifications.
4. 4Tap Acknowledge Receipt. The items are added to your Virtual Store balance.

Review past receipts, issuance dates, and Storekeeper details under Stock In Records.

When a supervisor no longer needs an item in their Virtual Store, there are two distinct discharge workflows available under Stock Out:

• Transfer: Transfer custody directly to another supervisor working on the site without walking all the way back to the main warehouse.
• Return: Return tools or surplus materials back to the physical warehouse Storekeeper.

Example: Supervisor A is finished using a rotary hammer drill in Sector 1, and Supervisor B urgently requires it in Sector 4. Instead of walking the drill back to the warehouse for re-issuance, Supervisor A transfers it directly to Supervisor B.

1. 1Tap Transfer from the Supervisor Stock Out menu.
2. 2Select the destination Supervisor from the active site personnel directory.
3. 3Scan the QR code on the item being transferred.
4. 4Confirm the transfer. Custody shifts immediately from your Virtual Store to the recipient supervisor's Virtual Store.

When work is finished and tools or uninstalled consumables are returned to the central store:

1. 1Tap Return from the Supervisor Stock Out menu.
2. 2Scan the items to be handed back to the Storekeeper.
3. 3Present the items to the Storekeeper, who scans them via their 'Receive Returned' screen to finalize the discharge from your Virtual Store.

When a supervisor installs a material (e.g. pipe joint, electrical panel, duct section) into the building, the installation must be recorded in TrackSmart. This action permanently discharges the item from the supervisor's Virtual Store and places it into the Quantity Surveyor (QS) verification pipeline.

Accurate physical positioning is critical for as-built validation. Upon initiating an installation, TrackSmart requests high-precision device location access.

1. 1From the Installation menu, tap New Installation.
2. 2Ensure precise GPS location is permitted when prompted.
3. 3Scan the QR code affixed to the installed material.
4. 4Select the project zone, floor level, and drawing grid reference.
5. 5Tap Complete Installation. The item is marked as installed and stamped with timestamp and GPS coordinates.

Construction projects regularly involve deep basements, subterranean service tunnels, and remote zones with zero cellular connectivity. TrackSmart is built with an offline-first architecture to handle these conditions effortlessly.

• Local Queue: When offline, all installation scans, notes, and GPS coordinates are written to encrypted local storage. Supervisors can continue working without interruption.
• Automatic Cloud Sync: Once the device re-enters cellular or Wi-Fi range, the background sync engine pushes pending records to the central cloud.
• QS Verification Handover: Once synced, records appear on the Web Dashboard for Quantity Surveyors to inspect, measure, and certify progress payments.