Podio app development

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Question: We need Podio app development advice and development help. See the details below.

Strategy

Use Podio as main tracking system for all builds from lot lead tracking and purchase to final inspections, leveraging automation to increase effectiveness.

Tactics

Develop an all-inclusive Podio experience with multiple workspaces, apps and automations that build off of existing infrastructure to include auto task assignment, auto email generation, ability to mark milestones completed, as well as integration between workspaces.

Requirements by Application

1. Within Update existing Leads app: a. Allow tasks to be checked complete and then automatically assign the next task

2. Update existing Deals app: a. Add new field under Pricing and Dates for cost of build (whether $84 or $90, or other) b. Add new field: New build plan: 1-story, 2-story c. Update closing status to include transaction coordinator steps: 1. Under Contract 2. Sent to Title 3. Sent to Lender 4. Title Commitment Received 5. Title Policy Reviewed 6. Survey Ordered 7. Survey Received 8. HUD Received 9. Closing Documents Received ● Once this as marked received, automatically assign task to Transaction Coordinator: Obtain final OTP 10. Signed Closing Documents Received 11. OTP Received 12. Final Documents Loaded to Dropbox d. Build new line for Final Status: 1. Complete 2. Had to terminate contract e. Build logic so Final Status cannot be marked as Complete until steps 1-9 are complete.

3. Create new workspace for New Builds a. Team Members include: 1. Project Manager 2. Chief Operating Officer 3. Property Manager 4. Admin Bring in Contacts from Existing workspace c. Use activity app 1.Open Tasks for all Users 2.Recent activity 3.Etc. d. Need ability to run reports to show progress, statuses, etc. Show which projects are behind, on-track, ahead of schedule, etc. 1.Can we set up automatic report generation (e.g. automatically generate a weekly report showing status of all properties)?

4. Create new Builds app within new workspace (would like to see all active projects on main page): a. Build logic that once Final Status is marked Complete in Deals app on properties that have a Deal Disposition of New Build or Investor New Build, automatically create a New Build project in the new workspace b. Build logic that requires users to mark tasks as complete to confirm it was done; if task is not complete within 2 days, alert admin c. Tasks need to include address of property d. Need ability to upload pictures and automatically sort newest first e. Need ability to upload documents f. Need ability to add notes to the project

1. Automatically load information in the new project from the deal a. Property Address b. Deal Disposition c. Buyer Name d. Buyer Email e. Buyer Phone f. CAD Link g. Cost of Build h. Build Plan: 1-story or 2-story 2. New Fields:

a. City Contact (pull in from Contacts based on property address) b. Original Project Completion Date (pre-fill date to 12 weeks from date project is opened) c. Project Completion Percentage i. Update this field automatically based on build status – Dirt and Form Board (8%) – Trench, Rough Plumbing (13%) – Rebar (17%) – Concrete Pour (21%) – Framing, Roofing (25%) – HVAC and Electrical Rough (29%) – Plumbing Top-Out (33%) – Wall Insulation (36%) – Exterior Paint (42%) Sheetrock and TBT (50%) – Trim, Doors and Cabinets (58%) – Interior Paint (64%) – Floors and Tile (70%) – Granite (75%) – Ceiling Insulation (78%) – HVAC Final (80%) – Plumbing Final (83%) – Listed for Rent (84%) – Final Inspection (85%) – Lighting (87%) – Appliances (89%) – Landscape (91%) – Final Touch-ups and Accessories (92%) – CO (100%) d. Estimated Project Completion Date Based on Status (can we have this project a completion date based on where they are in the project?)

Build Status: (user will mark each complete as they happen – or it will automatically get marked off based on the logic below), track the date it is marked complete in the activity log) – Survey and Site Plan – Re-plat/Variance Needed – Permits – Dirt and Form Board – Trench, Rough Plumbing – Rebar – Concrete Pour – Framing, Roofing – HVAC and Electrical Rough – Plumbing Top-Out – Wall Insulation – Exterior Paint – Sheetrock and TBT – Trim, Doors and Cabinets – Interior Paint – Floors and Tile – Granite – Ceiling Insulation – HVAC Final – Plumbing Final – Listed for Rent – Final Inspection – Lighting – Appliances – Landscape – Final Touch-ups and Accessories – CO

h. When new project is created: 1. Automatically assign task to Project Manager: Order Doors and Siding 2. Automatically assign task to Project Manager: Order T-Pole 1. When Order T-Pole task is marked complete: a. Automatically assign task to Project Manager: Schedule Power 3. Automatically assign task to Project Manager: Dirt and form boards 1. When marked complete: automatically mark off Dirt and Form Board in Build Status 4. Automatically assign task to Project Manager: Order Form Board Survey (auto send email to Fite?)

i. When Fite email response comes in, Assign task to Project Manager: Review Form Board Survey and Set Status

j. New Line: Form Board Survey Status: Needs Adjustment; Looks Good 1.If Needs Adjustment: 1. Assign Task to Project Manager: Update Dirt and Form Boards 2.If Looks Good: 1. Auto send email to city with formboard survey attached 2. Assign Task to Project Manager: Make Trench, Rough Plumbing

k. Once Make Trench, Rough Plumbing is marked complete: 1.Automatically mark off Trench, Rough Plumbing in Build Status 2.Assign task to Project Manager: Order Inspections

l. New line: Trench/Rough Plumbing Inspection Status: Pass; Fail 1. If Fail, Assign Task to Project Manager: Update trench and plumbing 2. If Pass, go on to next step

m. Task Assigned to Project Manager: Install Rebar; Task Assigned to Project Manager: Request Inspection (auto email?); Task Assigned to Project Manager: Set Inspection Status

n. New Line: Rebar Inspection Status: Pass; Fail 1. If Fail, Assign Task to Project Manager: Update rebar 2. If Pass, go on to next step

o. New actions: 1. Automatically mark off Rebar in Build Status 2. Task Assigned to Project Manager: Schedule Pour 3. Auto email generated to Home Depot Pro Desk with Lumber Package, Roofing Package and Paint; cc: Owner 4. Task Assigned to Project Manager: Schedule Framers and Roofer 5. Task Assigned to COO: Request Draw 1 6. Task Assigned to Project Manager: Order Taps

p. Once task Schedule Pour is marked as complete: 1. Automatically mark off Concrete Pour in Build Status 2. Assign Task to Project Manager: Schedule HVAC, Plumber, Electrician, Insulation 3. Auto email generated to Home Depot Pro Desk to order insulation

q. New Line: Framing, Roofing Status: Complete 1. Once checked as complete, automatically mark off Framing, Roofing in build Status

r. New Line: HVAC and Electric Rough Status: Complete 1. Once checked as complete, automatically mark off HVAC and Electric Rough in build Status

s. New Line: Plumbing Top-Out Status: Complete 1. Once checked as complete, automatically mark off Plumbing Top-Out in build Status 2. Assign Task to Project Manager: Schedule Inspection (Auto email to city?) 3. Assign Task to COO: Request Draw 2

t. New Line: Mechanical, Electrical, Plumbing Inspection Status: Pass, Fail 1. If Fail, Assign Task to Project Manager: Update MEP 2. If Pass: 1. Auto email generated to Home Depot Pro Desk to order sheetrock package and trim 2. Assign Task to Project Manager: Order Cabinet Package 3. Assign Task to Project Manager: Schedule Sheetrockers 4. Assign Task to Project Manager: Confirm Utility Crews are Scheduled 5. Assign Task to Project Manager: Pickup Doors

u. New Line: Wall Insulation: Complete 1.Once marked as complete: Assign Task to Project Manager: Order Inspection 2. automatically mark off Wall Insulation in build Status

v. New Line: Exterior Paint: Complete 1. Once marked as complete automatically mark off Exterior Paint in build Status

w. New Line: Insulation Inspection Status: Pass, Fail 1.If Fail, assign task to project manager: Update Insulation

x. New Line: Sheetrock, Tape, Bed, and Texture: Complete 1.Once marked as complete: Assign Task to Property Manager: List as Coming Soon 2.Automatically mark off Sheetrock and TBT in build Status

y. New Line: Trim, doors and cabinets: Complete 1.Once marked as complete: 1. Assign task to project manager: Order Lighting Package, Insulation, Accessories, Mailbox, Landscape 2. Assign task to project manager: Schedule electrician, granite, plumber, HVAC 3. Assign task to project manager: Schedule appliance pick-up/delivery 4. Automatically mark off Trim, Doors and Cabinets in build Status

z. New Line: Interior Paint: Complete 1.Once marked as complete Automatically mark off Interior Paint in build Status

aa. New Line: Floors and Tile: Complete 1.Once marked as complete Automatically mark off Floors and Tile in build Status

bb. New Line: Granite: Complete 1.Once marked as complete Automatically mark off Granite in build Status

cc. New Line: Ceiling Insulation: Complete 1.Once marked as complete: 1. Automatically mark off Ceiling Insulation in build Status 2. Task Assigned to COO: Request Draw 3 3. Task Assigned to Project Manager: Request final inspection 4. Task Assigned to Project Manager: Request temp electric 5. Light install, plumbing final, HVAC final

dd. New Line: Lighting Install: Complete 1.Once marked as complete Automatically mark off Lighting in build Status

ee. New Line: Plumbing Final: Complete 1.Once marked as complete Automatically mark off Plumbing Final in build Status

ff. New Line: HVAC Final: Complete 1.Automatically mark off HVAC Final in build Status 2.Once marked as complete: Task Assigned to Property Manager: List Property as Available 1. Once task is marked complete: Automatically mark off Listed for Rent in build Status

gg. New Line: Final Inspection Status: Pass, Fail 1.If fail: Assign Task to Project Manager: Update HVAC and Plumbing 2.If Pass: 1. Automatically mark off Final Inspection in build Status;

hh. New Line: Appliance Install: Complete 1.Once marked as complete: Automatically mark off Appliances in build Status

ii. New Line: Final Touch-ups and Accessories: Complete 1.Once marked as complete: Automatically mark off Final Touch-ups and Accessories in build Status

jj. New Line: Landscaping: Complete 1.Once marked as complete: Automatically mark off Landscaping in build Status kk. New Line: CO Requirements: Complete 1.Once marked as complete: 1. Task assigned to project manager: Request CO 2. Task assigned to project manager: Schedule cleaner

ll. New Line: Certificate of Occupancy: Complete 1.Once marked as complete: Automatically mark off CO in build Status

The following items need to be fleshed out

5. Create new Inventory app within New Builds workspace a. When new project is loaded into Builds, automatically deduct from inventory: 1.Flooring – amount is dependent on build type (1 or 2 story) 2.HVAC b. Set up alerts that once items get to a certain percentage, notify Project Manager to order more…

6. Create new Financing app within New Builds workspace a. When new project is loaded into Builds, automatically create a new budget worksheet based on the CIC budget… need to define this

 

 


Answer: The client asked for this to be answered privately. If you’ve got a similar question and need paid advice, get in touch.

About the author

Rich Peterson

I've spent the last 10 years planning, mapping & reimagining the processes of hundreds of SMBs. Whether the goal is more money, more time, more clarity or more customer smiles, my insightful process is worth every minute for my successful clients.
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