Site Mobilisation App
The company faced significant challenges in mobilising sites for new projects. The existing process was highly manual and fragmented, spanning multiple spreadsheets and documents with no centralised visibility. We built a Site Mobilisation app, centralising client management, site setup, task workflows, RAMS, COSHH, equipment tracking and documentation into a single governed platform with automated task assignment, notifications, SharePoint integration and comprehensive reporting.
Fragmented mobilisation processes causing delays and compliance risks
The company faced significant challenges in mobilising sites for new projects. The existing process was highly manual and fragmented, spanning multiple spreadsheets and documents with no centralised visibility. Site numbers were tracked in one system, mobilisation tasks in a Word document, RAMS in one Excel spreadsheet, COSHH in another, and client information in yet another spreadsheet. Mobilisation managers had to manually collate information from multiple sources and communicate with administrators via email to track progress. This lack of a centralised system made it difficult to monitor mobilisation status and led to delays and inconsistencies.
RAMS (Risk Assessment Method Statements) and COSHH (Control of Substances Hazardous to Health) documents were particularly problematic. Files were stored across multiple locations with no clear organisation. Managers couldn’t easily see which RAMS applied to which sites, and there was no system to track expiry dates or flag when documents needed renewal. The process also involved back-and-forth communication with administrators to locate and retrieve the correct RAMS and COSHH documentation, wasting significant time and creating compliance risks. The company needed a more efficient and organised approach to site mobilisation to ensure all steps were followed consistently.
-
Multiple disconnected systems
Site numbers, tasks, RAMS, COSHH and client data all tracked in separate spreadsheets and documents with no integration.
-
Disorganised RAMS and COSHH
No clear visibility of which documents applied to which sites, and no tracking of expiry dates or renewal requirements.
-
Manual administrator dependency
Mobilisation managers relied entirely on administrators to manually update spreadsheets and locate documents, creating bottlenecks.
-
No visibility or task tracking
No centralised view of mobilisation progress, outstanding tasks or compliance status across sites.
A complete CRM and mobilisation platform built on Dataverse
We designed and built a comprehensive Site Mobilisation platform using a model-driven app on Dataverse. The solution replaced eight separate spreadsheets and manual processes with a single integrated system managing clients, sites, mobilisation tasks, RAMS, COSHH, equipment tracking and documentation. The platform automates task assignment based on site type, provides real-time visibility of mobilisation progress and integrates with SharePoint for structured document storage.
-
01
Client & Site Management — Centralised CRM
Managers create sites within the Model-Driven App, entering client details, site information, delivery instructions and notes in one centralised location. Client contacts are stored with full contact details, and all site-related information is accessible from a single record. The app acts as a complete CRM for the business, with sites, clients and equipment all interconnected and visible under related records.
Model-Driven AppCRMClient ManagementSite Records -
02
Automated Task Assignment — Configurable Workflows
When a site is created, mobilisation tasks are automatically generated based on site type. Tasks are assigned to specific users (including site managers) with due dates and notifications sent automatically. Super users can configure task templates, adding or removing questions and defining default assignees. Users complete tasks within the app, and a PDF summary is generated showing all completed mobilisation steps.
Auto Task CreationConfigurable TemplatesNotificationsPDF Reports -
03
RAMS & COSHH Management — Site-Based Assignment
HSSEQ managers upload RAMS and COSHH documents and assign them to specific sites. Site managers receive notifications when documents are updated, and can print them directly from the app for on-site use. The system tracks expiry dates and flags when documents need renewal, ensuring compliance and eliminating the manual back-and-forth with administrators to locate the correct documentation.
RAMS ManagementCOSHH TrackingExpiry AlertsSite Assignment -
04
Equipment Tracking & SharePoint Integration
The app tracks site equipment (phones, tablets, tools) showing exactly what equipment is assigned to each site. SharePoint integration automatically creates site folders when a new site is added, filing mobilisation documents, RAMS and COSHH in the correct folder structure. All data is interconnected with other model-driven apps in the business, providing a complete operational platform.
Equipment TrackingSharePoint IntegrationAuto Folder CreationIntegration
Sixteen weeks from discovery to go-live
An intensive programme replacing eight fragmented systems with a complete enterprise platform. Delivered through iterative sprints with weekly client demos, comprehensive testing and phased rollout across operational teams.
Enterprise-Scale Platform
This was the most complex mobilisation system we’ve built — effectively a complete CRM and operational platform for the business. The app manages everything from client relationships to site setup, RAMS compliance, equipment tracking and document management. Integration with SharePoint and other model-driven apps ensures the platform sits at the heart of the company’s operations.
🏗Platform Capabilities
- •Client & contact CRM
- •Site creation & management
- •Automated task workflows
- •RAMS & COSHH tracking
- •Equipment management
- •SharePoint integration
- •Cross-app integration
Complete transformation of mobilisation processes
Mobilisation Time
Sites mobilised significantly faster with automated task workflows, eliminating manual coordination and administrator bottlenecks.
Systems Replaced
Eight separate spreadsheets and Word documents consolidated into a single integrated platform with complete data visibility.
Admin Time Saved
Administrators no longer manually updating spreadsheets or coordinating document retrieval. Time reinvested into higher-value work.
RAMS & COSHH Visibility
Managers see exactly which documents apply to which sites, with automated expiry tracking and renewal alerts.
SharePoint Filing
Site folders automatically created with mobilisation documents, RAMS and COSHH filed in the correct structure.
Operational CRM
Full visibility of clients, sites, equipment and compliance in one platform integrated with other business systems.
Still running inspections on paper?
Book a free 30-minute discovery call. We will map your current inspection process, show you what a digital solution looks like and give you a clear view of what is achievable — with no commitment required.