Project managers: coordinating the contractors on a site
The project manager relays everyone, and everyone waits
You run a site on behalf of the owner (maître d'ouvrage), between a structural works contractor, an electrician, a plumber and an architect. The electrician's quote has been waiting for approval for too long, and the plumber's question about a floor-slab opening stayed in your inbox.
The minutes of the last meeting reached only half of the contractors, and the owner does not know which decisions are still theirs to make. A WhatsApp group would bring everyone together, but the plumber would read the electrician's quote there. You rebuild by hand who answered what.
What Kolinea changes for you
Write a request
Your message becomes a point-by-point list
You write as usual. Except your client doesn't get a long message: they get a clear list, point by point, with a due date. And you see what's done and what's missing.
- As simple as writing an email
- Each point tracked until it is answered
- Your usual messages ready as templates
Your client knows what to do, and you see where they stand
Client choices
Finishing choices, decided and on record
Tiles, window frames, socket positions: your client chooses from your options, and the answer no longer gets lost between two emails.
- Two to six options, single or multiple choice
- Dated answer, visible to both parties
- Visible to the whole site team
No more decisions found three weeks too late
Sign-off
Every variation approved, dated, in each person's name
Submit a variation or an additional quote. Each client accepts or declines it from their phone.
- Couple or partners, each one answers
- Dated approval in each person's name
- Nothing can be changed afterwards
A simple, dated approval, not a qualified e-signature
What Kolinea solves for project managers
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Before: With no status and no due date, you have to reread every folder to know who has to act
Every pending item written as a request, filed on the side of whoever has to act, with reminders sent without you
See how -
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Kolinea also takes care of
Folder templates
Every site, started in one click
The “Site follow-up” template prepares the contract approval, the planning documents and the choice of contractors, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with the team (Premium)
You write your requests once for all your clients
A site folder, with each contractor given the access that suits them
The owner keeps a full view. Each contractor is added as a participant, with no account, and you choose their access when you add them: full or limited. A participant with limited access reads only the items that name or mention them, what they wrote themselves, and the milestones. A neighbouring trade's quote does not appear in their thread. You can change that access at any time, after a confirmation that explains the consequence.
The owner's documents (financing, ID) are published as confidential: your team and the owner can read them; a contractor cannot see them unless you name them. Access is described in detail on the participants and team page.
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Contractor quotes
Each quote or variation is submitted to the owner for sign-off, who accepts or declines it with the date and their name.
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Questions to contractors
A request addressed to one contractor only, with a due date. The reply is attached to the request.
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Site meeting minutes
The minutes are published in the folder to “All participants”, or only to the contractors you tick one by one. Those who were absent find them in the same place as those who attended.
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Technical options
A choice with photos, open to the owner alone or to the contractors concerned.
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Site meetings
Slots offered; the participant picks one and receives a calendar invitation.
To follow the site with the client themselves, see site updates with your client, without WhatsApp.
Coordination you can read, approvals you can find again
The “waiting” view shows each participant what is expected of them, and shows you what is dragging. Reminders go out two days before the due date, on the day, the day after, then seven days later, and reach only those who can read the request. You add milestones (structural works, each trade, handover): everyone sees the same progress.
After handover, you close the folder. The owner and you can find the date of each approved quote without reopening your mailboxes, for as long as your workspace exists.
Frequently asked questions
Your workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
One Premium subscription per workspace: €9 excl. VAT a month, or €84 excl. VAT a year (€7 excl. VAT a month), for up to 20 members and 50 active folders. Your clients never pay.
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
It is a simple approval, dated and in the name of the person who gave it, with no value as a qualified electronic signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, up to 20 on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Another question?
Contact usYour next folder, with nothing lost along the way
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