Defect management

🎯 Goal of this section

The Defect management module is used to record, distribute, and track construction defects during the construction phase.
It enables structured documentation of identified defects, assignment to responsible parties, and monitoring of follow-up work.
This makes defect tracking fully digital and audit-proof.

Structure of the defect view

Defects are displayed in a tabular list view.
Each row represents a single defect recorded during construction execution.

Typical columns:

• Title / name – Short description of the defect
• Trade / area – Affected discipline or construction section
• Date / record date – Time the defect was identified
• Assigned to – Responsible party for defect rectification
• Status – Processing status (open, in progress, fixed, checked)
• Due date – Deadline for rectification
• Priority – Urgency (high / medium / low)

💡 Tip:
Columns can be arranged freely or supplemented with additional fields (e.g., photos, description, responsible inspector).

Recording a new defect

A new defect can be created directly on site or in the office.
Step-by-step instructions:

1. 1️⃣ Open the “Defects” module
2. 2️⃣ Click “New”
3. 3️⃣ Enter the defect title / description
4. 4️⃣ Select the trade / area
5. 5️⃣ Enter the date the defect was identified
6. 6️⃣ Select the responsible party (company / person) via “Assigned to”
7. 7️⃣ Set a due date for rectification
8. 8️⃣ Define the priority
9. 9️⃣ Optional: Attach photos or documents
10. 🔟 Save

💡 Practical tip:
Using the smenso web app or mobile view, defects can be captured directly on site with a photo – e.g., during an inspection or acceptance.

Detailed view of a defect

The detailed view shows all information about the defect as well as the processing history.
Sections:

General

• Title / description
• Record date
• Location / construction section
• Responsible company / person
• Status (open, in progress, fixed, checked)
• Due date for rectification

Communication

• Comments and notes between site management, contractor, and planner
• Timestamp for each communication (documentation requirement)

Files

• Photos of the defect (before/after)
• Records or evidence of rectification
• Documentation of inspections or follow-up checks

💡 Tip:
The entire history of the defect can be traced via the comment function – who provided which feedback and when.

Status progression and processing

The lifecycle of a defect typically progresses as follows:

• Open – Defect has been recorded, no work has started
• In progress – Defect is being worked on by the executing company
• Fixed – Defect has been demonstrably remedied
• Checked / Completed – Defect has been inspected by site management or an inspector and approved

💡 Note:
smenso automatically logs status changes with user, date, and time.
This creates a traceable defect chronology.

Assignment and communication

• Each defect is assigned to a company or person (from the Project team module)
• The responsible party is notified via automatic notifications
• Comments and feedback are stored directly on the defect
• Status changes (e.g., fixed) are reported immediately to site management

💡 Practical example:
A roofer reports that a defect has been remedied by setting the status to fixed in smenso and uploading a photo.
Site management checks it and then sets the status to checked.

Filters, views, and tracking

Typical filters in defect management:

• Status: e.g., open, in progress, overdue
• Trade: e.g., MEP, shell, roofing works
• Assigned to: filter by companies or responsible parties
• Due date exceeded: shows all defects whose due date has passed

💡 Tip:
Saved views such as “open defects by trade” or “overdue defects” make controlling much easier.

Reporting and evidence

Defect lists can be exported:

• as an Excel list (e.g., for the client or principal)
• as a PDF report filtered by status, trade, or time period
• optionally with defect photos as an attachment

💡 Recommendation:
Generate PDF defect reports regularly before site acceptances – they serve as evidence for warranty and control.

Best practices

• Always record defects immediately – ideally with a photo.
• Define clear responsibilities (assignment to project team members).
• Set realistic deadlines and review them regularly.
• Keep communication in the system, not via email.
• Document status changes to ensure traceability.
• Export defect lists regularly – for the client, inspector, or authorities.

🔗 Related topics

• Chapter 4 – Project team
• Chapter 12 – Minutes / meetings
• Chapter 13 – Status reports

💡 Practical note:
With the defect module in smenso, all defect-related communication can be documented centrally.
This eliminates Excel lists or email chaos, and all participants can always see the current processing status at a glance.