This content is based on the site tracking system process data used in over 600 projects between 2024-2026, customer satisfaction surveys, and PMI project management standards.
The site tracking system can be customized based on project size and assembly conditions. The detailed workflow is structured with the client during the contract stage.
What is a site tracking system? A promise of transparency
The most common complaint in traditional construction is that the client cannot get a clear answer to "what stage am I at?". The AYD Prefabrik site tracking system is designed to deliver every step digitally, from order approval to handover.
The system has four core modules: customer portal, photo log, milestone notifications and reporting. The client can see in real time what stage the project is at, what work has been completed and when delivery will take place.
- A dedicated user account is created per project.
- The client follows the project stage live.
- Production, shipment and assembly are shown on separate timelines.
- All data is stored in the cloud, accessible from mobile and desktop.
Customer portal: a single panel for the entire project
The customer portal opens on the day the contract is signed. With a username and password, the client accesses the project summary, production calendar, team contacts and document archive from a single panel. Contracts, projects and invoices are also stored here.
The portal has a user-friendly interface and requires no technical knowledge. It is mobile-browser compatible; iOS and Android apps are also available. All communication is archived in a single thread within the portal.
- Contracts, invoices and project documents in one archive.
- Production calendar can be tracked day by day.
- Mobile-browser friendly, no extra app needed.
- Family members can be granted access via permissions.
- All correspondence is stored within the portal.
Photo log: a visual record from production to assembly
The photo log inside the tracking system captures every stage visually, from cutting and assembly lines in the factory to foundation, structural and facade work on the site. Site engineers upload the daily photo report at the end of each shift.
The client can review 8-15 photos uploaded daily on the project page in chronological order. This both confirms the process is on track and helps the client remember the build story after delivery.
- 8-15 photos are uploaded daily by the field team.
- Production, shipment and assembly are organized in separate folders.
- Photos carry geo-location and timestamp.
- Clients can download or share any photo.
- Storage period is 5 years after delivery.
Milestone notifications: critical stages delivered automatically
One of the strongest features of the tracking system is milestone notifications. Automatic email and SMS are sent for stages such as production start, structural assembly, roof completion, facade completion, interior finishing and final delivery.
Notifications include short video or photo links; "rough construction completed" becomes more than a message — it is an informed transition. The client follows the project without information gaps.
- Each milestone is delivered via automatic email + SMS.
- Notifications include short video or photo links.
- 8-12 milestones are pre-defined in total.
- Clients can request additional notifications via the portal.
- Notifications are also CC'd to the project manager.
Reporting and cost tracking: transparent budget management
The customer portal covers not only progress but also cost tracking. Contract value, paid amount, remaining payments and additional items are presented in separate reports. The client can view current information at any time.
The system also calculates % completion reports, delay reasons (if any), and the updated delivery date along with deviation causes. This approach prevents surprise dates and hidden costs.
- Contract value and payment graph are visible.
- % completion report is calculated automatically.
- Delay causes are recorded if any occur.
- Additional works pass through approval flow.
- All reports can be downloaded as PDF.
Benefits to the client and to AYD
The site tracking system is not only a service for the client but also a corporate quality management tool. For AYD Prefabrik, the system enables centralized site data collection, error rate measurement and process improvement.
On the client side, it delivers trust, planning ease and reduced stress. With a known date and stage flow, the client can confidently plan moving, furniture and utility subscriptions on time.
- Customer satisfaction score has increased 22% with the system.
- Field issues are detected centrally and instantly.
- Continuous process improvement data is collected.
- Moving and subscription planning becomes safer.
- The portal remains as an archive for future projects.
Related pages
Frequently Asked Questions
Does the AYD Prefabrik site tracking system really work?
Yes. The system has been actively used in more than 600 projects since 2024. Clients can follow every stage live through their personal panel, download photos and access reports.
How do I log into the tracking portal?
After the contract is signed, the client receives a username and password by email. You can use the portal by visiting /en/project-tracking in your browser.
Can I access it from mobile?
Yes. The portal is mobile-browser friendly. iOS and Android apps are also available; all notifications come as push messages.
For which stages will I receive automatic notifications?
You receive automatic email and SMS notifications for production start, structural assembly, roof completion, facade completion, interior finishing, mechanical installation, final inspection and key handover stages.
Is there an additional fee for the system?
No. The site tracking system is offered free of charge to all AYD Prefabrik clients within the contracted project.
How long are photos kept?
All project photos are stored on the portal for 5 years from the delivery date. Clients can bulk-download them to their personal archive at any time.
Start tracking your project live
A personal site tracking portal is created for you the moment your project starts. Watch production, shipment and assembly stages with photos and stay on the same page as our technical team.
