How Pasco Cloud Works

Pasco Cloud brings construction management into a single connected workflow. Instead of using separate tools for issue tracking, document creation, approvals, and correspondence, everything follows the same process — from identifying something on site to producing a formal, auditable record.

The Workflow

Every construction activity — whether reactive (something happened on site) or planned (a scheduled inspection) — follows the same four-step process through Pasco Cloud.

1. Identify & Record

There are two entry points into the workflow:

• Reactive — something happens on site that needs attention. A defect is spotted, a safety observation is made, a client issues a verbal instruction, or a design discrepancy is found. You raise an issue to capture it immediately — with photos, map location, category, priority, and assignment. The issue becomes a tracked item from the moment it is created.

• Proactive — a scheduled activity needs to be carried out. A site inspection is due, an ITP hold point has been reached, a prestart meeting is happening, or an induction needs to be recorded. You select a template and begin filling out the form.

Both paths feed into the same pipeline. Issues can trigger documentation (a defect leads to an inspection report). Scheduled activities can surface issues (an inspection reveals non-conformances). The two work together, not in isolation.

2. Document It

Create formal construction documents from customisable templates. The drag-and-drop template builder supports any document type — inspections, ITPs, prestarts, contract notices, safety audits, inductions, daily diaries, and more.

You can start with templates from the public library:

• 70 AS4000-2025 templates — contract administration notices for the current Australian standard
• 47 AS2124-1992 templates — contract administration notices for the legacy standard
• 40+ general templates — inspections, safety checklists, audit forms, and common construction documents

Or build your own from scratch using 14 field types, conditional logic, repeatable sections, and table layouts. See Fields & Sections for what is available.

Issues that triggered documentation remain tracked as separate entities. The issue does not disappear when a report is created — it stays open until resolved, while the document moves through the approval workflow independently.

3. Approve & Send

Documents route through structured approval workflows — multi-step, role-based, with rejection and resubmission. Each step requires a designated approver to sign off before the document advances. Rejected documents return to the author for correction, and all approval steps reset on resubmission for a fresh review.

Once approved, documents in the notices category can be formally transmitted via the built-in correspondence system. Correspondence in Pasco Cloud is purpose-built for construction — it provides:

• Immutability — once sent, the subject, body, recipients, and attachments cannot be altered. This is essential for contractual correspondence where the record must be defensible.
• Delivery tracking — see when each recipient received and read the correspondence.
• Threaded replies — reply, reply all, and forward maintain conversation context.
• Entity tagging — link correspondence to contracts, projects, issues, and reports for a complete audit trail.

4. Track & Close Out

Every action is tracked from identification through to resolution and formal correspondence. The project newsfeed surfaces activity automatically — issues raised, documents approved, tasks completed, correspondence sent. Notifications keep everyone informed via in-app alerts, push notifications, and email.

A complete audit trail means nothing falls through the cracks. You can trace a defect from the moment it was spotted on site, through the inspection report that documented it, the approval chain that signed it off, the notice that formally communicated it, and the correspondence thread that resolved it.

Two Communication Channels

Pasco Cloud provides two distinct channels for team communication, each serving a different purpose:

• Correspondence — formal, contractual communication. Immutable once sent. Delivery tracking and read receipts. Used for contract notices, formal instructions, claims, and anything that needs to be a defensible record. Think of it as registered mail within the platform.

• Newsfeed — informal, day-to-day team communication. Post site updates, share photos, comment on activity. Keeps the team informed without cluttering the formal correspondence record. Think of it as your project notice board.

Use correspondence when the communication needs to be a permanent, unalterable record. Use the newsfeed for everything else.

Everything on Mobile

The full workflow works on the mobile app — same templates, same approvals, same correspondence. Field workers can raise issues with GPS coordinates and photos, complete inspection reports with signature capture, review and approve documents, and send formal correspondence — all from their phone on site. Data syncs in real time with the web app, so the office and the field are always in step.

🚀 Let's go!

Ready to try the workflow? Follow the Getting Started steps to see it in action: set up an organisation, create a project, build a template, and complete a report.

What's Next?

• New to Pasco Cloud? Start with Creating Your Account to get set up.
• Want to explore templates and documents? Read the Templates Overview.
• Interested in issue tracking? See the Issues Overview.
• Need formal communication? Learn about Correspondence.