Sites & Contacts#

Note

Spanish Terms: Sitio, Destinatario

Understanding sites (construction locations) and contacts (recipients) in Construbot.

Overview#

Construbot uses two related concepts for location and communication:

  • Sites (Spanish: Sitios) - Physical locations where work is performed

  • Contacts (Spanish: Destinatarios) - Individuals who receive documents and communications

Together, these enable proper project location tracking and document routing.

Sites (Sitios)#

What is a Site?#

A Site (Spanish: Sitio) is a physical construction location associated with a client. Sites represent:

  • Specific job sites or work locations

  • Buildings or facilities under construction

  • Physical addresses where work occurs

  • Locations for contract execution

Model: construbot.proyectos.models.Sitio

Key Relationships:

  • Each site belongs to exactly one Client counterparty

  • Multiple sites can belong to the same client

  • Contracts are associated with specific sites

  • Sites enable location-based project organization

Site Information#

Required fields:

  • Name (nombre) - Descriptive name of the site

  • Client (cliente) - The client counterparty who owns this site

  • Company - Your company (for multi-tenant isolation)

Optional fields:

  • Address (dirección) - Full street address

  • City (ciudad)

  • State (estado)

  • Postal Code (código postal)

  • Country (país)

  • GPS Coordinates (latitud, longitud)

  • Contact Phone (teléfono)

  • Site Manager - Person responsible for the site

  • Notes (notas) - Additional information

Creating a Site#

Step 1: Navigate to Sites#

  1. Log in to Construbot

  2. Navigate to Proyectos → Sitios

  3. Click “New Site” or “Agregar Sitio”

Step 2: Select Client#

Choose the client who owns this site from the dropdown.

Note: Only Client type counterparties appear in this list.

Step 3: Enter Site Details#

Name: Office Building - Downtown Plaza
Client: Acme Construction Inc.

Address: 123 Main Street
City: Mexico City
State: CDMX
Postal Code: 06000

GPS: 19.4326, -99.1332 (optional)
Phone: +52 55 1234 5678
Site Manager: John Smith

Step 4: Save#

Click “Save” or “Guardar” to create the site.

Using Sites#

In Contracts:

When creating a contract for a client, select the specific site:

  1. Choose the client counterparty

  2. Site dropdown automatically filters to show only that client’s sites

  3. Select the appropriate site for this contract

Multiple Contracts per Site:

The same site can have multiple contracts:

  • Different phases of work

  • Separate buildings on same property

  • Different trade contracts for same location

Site-Based Reporting:

Generate reports by site to see:

  • All contracts for a location

  • Total project value at site

  • Active work at site

  • Payment history for location

Common Site Scenarios#

Scenario 1: Single Site Client

  • Client has one office building

  • Create one site: “Main Office Building”

  • All contracts for this client use this site

Scenario 2: Multi-Location Client

  • National retail chain client

  • Create separate sites: - “Store #101 - Dallas TX” - “Store #102 - Houston TX” - “Store #103 - Austin TX”

  • Each contract specifies which store

Scenario 3: Campus or Complex

  • University campus with multiple buildings

  • Options: - One site: “University Campus” (simple) - Multiple sites: “Science Building”, “Library”, “Dorms” (detailed)

Choose based on reporting and organization needs.

Contacts (Destinatarios)#

What is a Contact?#

A Contact (Spanish: Destinatario, literally “recipient”) is an individual who receives documents or communications related to a contract. Contacts represent:

  • People who receive estimates, invoices, reports

  • Project managers or supervisors

  • Client representatives

  • Document approvers

Model: construbot.proyectos.models.Destinatario

Key Concept: Contacts are specific to a contract, not global. The same person may be a contact on multiple contracts.

Contact Information#

Required fields:

  • Name (nombre) - Full name of the person

  • Contract (contrato) - Which contract they’re associated with

Optional fields:

  • Position (puesto) - Job title or role

  • Email (correo) - Email address

  • Phone (teléfono) - Contact phone number

  • Department (departamento) - Organizational unit

  • Notes (notas) - Additional information

  • Active (activo) - Whether they should receive documents

Document Delivery:

When generating PDFs or sending emails, the system can automatically include all active contacts for a contract.

Creating a Contact#

Step 1: Access Contract#

Contacts are created within a specific contract:

  1. Navigate to the contract

  2. Find the “Contacts” or “Destinatarios” section

  3. Click “Add Contact” or “Agregar Destinatario”

Step 2: Enter Contact Details#

Name: María González
Position: Project Manager
Email: maria.gonzalez@client.com
Phone: +52 55 9876 5432
Department: Construction Division
Active: Yes

Step 3: Save#

Click “Save” to add this contact to the contract.

Repeat for additional contacts on the same contract.

Using Contacts#

Document Generation:

When generating estimate PDFs or reports:

  1. System includes “To:” field with all active contacts

  2. Email delivery can CC all contact email addresses

  3. Each contact receives relevant project documents

Communication Tracking:

Contacts help track:

  • Who approved estimates

  • Who received invoices

  • Who to notify of project changes

  • Communication history

Multiple Contacts:

Contracts can have multiple contacts for different purposes:

  • Primary Contact: Main project manager

  • Financial Contact: Accounts payable person

  • Technical Contact: Site engineer or supervisor

Mark all as active or selectively activate based on document type.

Best Practices#

Sites#

1. Use descriptive names:

GOOD: "Office Tower - 123 Main St, Dallas"
BAD: "Site 1"

2. Include location identifiers:

For chains or franchises:

GOOD: "McDonald's #4521 - Austin Airport"
BAD: "McDonald's Austin"

3. Keep addresses current:

Update addresses if they change or if initial address was incomplete.

4. Use GPS coordinates for remote sites:

Especially useful for:

  • Rural construction sites

  • Sites without formal addresses

  • Integration with mapping tools

5. One site per distinct location:

Don’t create duplicate sites for the same physical location.

Contacts#

1. Keep contact info current:

Update email and phone when:

  • Contact person changes roles

  • New project manager assigned

  • Contact information changes

2. Use position/department fields:

Helps identify contacts when names change:

Name: John Smith
Position: Senior Project Manager
Department: Commercial Construction

3. Mark inactive when appropriate:

Don’t delete contacts (preserves history), mark as inactive instead:

  • Person leaves company

  • Contract phase changes

  • Different person takes over

4. Multiple contacts for different purposes:

Contact 1: Project Manager (technical approvals)
Contact 2: Accounts Payable (invoice delivery)
Contact 3: Site Supervisor (daily reports)

5. Include mobile numbers:

For urgent communication and field contacts.

Relationship Between Sites and Contacts#

Independent but Related:

  • Sites are associated with clients (counterparties)

  • Contacts are associated with contracts

  • A contract links a client (and their site) with specific contacts

Example Flow:

1. Client: "National Retail Corp"
2. Site: "Store #101 - Dallas TX"
3. Contract: "C-2024-001" for Store #101
4. Contacts:
   - Sarah Johnson (Store Manager)
   - Mike Chen (Regional Supervisor)

When you generate an estimate for contract C-2024-001:

  • Site information appears on document header (location)

  • Contact information appears in “To:” field (recipients)

Reporting#

Site-Based Reports#

Generate reports filtered by site:

  • Contracts by Site: All contracts for a location

  • Financial Summary by Site: Total revenue per site

  • Active Projects by Site: Current work at each location

  • Site Portfolio: All sites for a client with contract counts

Contact Reports#

  • Contact List: All contacts across contracts

  • Document Distribution: Who received which documents

  • Active Contacts: Currently active recipients

  • Contact History: Communication tracking over time

Troubleshooting#

Sites#

Can’t find site when creating contract:

  • Verify site is associated with correct client counterparty

  • Check that site belongs to your active company

  • Ensure client is marked as active

Duplicate sites appearing:

  • Review site names and addresses

  • Consolidate duplicates by: 1. Updating contracts to use correct site 2. Marking duplicate site as inactive 3. Adding notes explaining consolidation

Site address changes:

  • Update site address directly

  • Existing contracts automatically reference new address

  • Consider adding note about address change date

Contacts#

Contact not receiving documents:

  • Verify contact is marked as “Active”

  • Check email address is correct

  • Confirm contact is associated with correct contract

  • Review email delivery logs

Wrong contact on documents:

  • Mark incorrect contact as inactive

  • Add correct contact with accurate information

  • Update any pending documents

Contact information outdated:

  • Update contact record directly

  • Changes apply to future documents only

  • Past documents retain historical contact info (as intended)

See Also#