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Project Team

Albert Labermair
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Objective and purpose

The Project team module is used for the central capture, management, and analysis of all people and organizations involved in the project. Clients, design offices, specialist engineers, and companies are recorded in a structured way – including roles, contact details, and responsibilities. This creates a complete, transparent directory of project stakeholders.

 

Structure of the project team view

The project team view displays all stakeholders of the current project in tabular form. Each row represents a participating company, office, or individual person.

Typical columns:

Column Description
Title Name of the company or stakeholder
Assigned Shows whether a direct user assignment exists in smenso
Area / role Stakeholder’s function in the project (e.g. architect, MEP designer, site management)
Phone / email Contact details of the stakeholders
Calculate effort Optional: recording of working hours / resource usage

Tip: Entries can be filtered by role, organization, or type of involvement. This makes it easy to quickly display all participating planners, construction companies, or reviewers.

 

Detailed view of a project stakeholder

Clicking a row opens the stakeholder’s detail view. Here, additional information can be viewed or edited.

Sections of the detail view:

  • General
    • Institution / company: Name of the company or office
    • Contact type: e.g. external, internal, supplier
    • Import contact details: Automatically pulls data from the global contact directory
    • Role in the project: e.g. site management, specialist designer, SiGeKo, client
  • Contact person
    • Name / function / phone number / email: Contact details of the main contact person
    • Responsibility / trade: Assignment of specialist responsibility
    • Calculate effort / utilization [%]: Optional for resource planning
  • Time period
    • Start date / end date: Period of involvement
    • Status / active: Indicates whether the involvement is current

Note: If the contact is already stored globally in smenso, it should not be created again manually. Instead, synchronize it via Import contact details. This reduces maintenance effort and prevents duplicates.

 

Add new stakeholders

Step-by-step instructions:

  1. Open the Project team tab.
  2. Click New at the top.
  3. Choose whether to use an existing company from the global contact directory or create a new contact.
  4. Fill in the required fields:
    • Name / company
    • Role / area
    • Contact information
  5. Optional: Create a link to a user account.
  6. Click Save.

Tip: Role names should be maintained consistently (e.g. always “Structural engineer” instead of alternating “Structural design” or “Engineering – structures”). This makes filtering and analysis easier.

 

Linking to other modules

The project team is closely connected to other modules:

Module Link
Contracts / invoices Stakeholders appear as creditors or reviewers
Meetings / minutes Participants can be selected directly from the project team
Status reports Project management and responsible roles are adopted automatically
Defects / construction diary Assignment of responsible parties for tracking and communication

 

Best practices

  • Use global contacts: Avoids maintaining the same data twice.
  • Consistent role names: Makes evaluations and permission assignments easier.
  • Define responsibilities clearly: Each role should be assigned to exactly one person/company.
  • Maintain resource utilization: Helpful for design offices and project controllers for capacity management.
  • Actively use links: The project team is the foundation for contracts, invoices, and reports.

 

Related topics

Practical note: The project team not only provides an overview, but is also the foundation for automated communication in smenso – e.g. for notifications, approvals, and task assignment.

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