How Stagetrac Works
Stagetrac is built around two main parts: the Supervisor Dashboard and the Worker App.
Together, they give workshops a live view of what is happening on the floor, what each worker is doing, how far each job has progressed, and where time is being spent.
Instead of relying on paper job cards, whiteboards, spreadsheets, or someone walking around the workshop asking for updates, Stagetrac keeps the job information, time tracking, photos, notes, and task progress in one place.
The Supervisor Dashboard
The Supervisor Dashboard is the main control centre for Stagetrac.
It gives supervisors a clear view of the workshop in real time. From the dashboard, supervisors can see who is working on which job, how long each person has been busy, which jobs are approaching their delivery date, and which tasks have already been completed.
Supervisors can also create jobs, add workers, manage tasks, update job statuses, view attached photos or documents, and generate time records when needed.
When first setting up Stagetrac, supervisors add the basic information about their company, employees, job types, tasks, and workshop structure. We can assist with this setup process if needed.
Once the system is set up, supervisors can create digital job cards. Each job card automatically generates a QR code that can be printed and kept with the job drawings, blueprints, or paperwork. Workers use that QR code to tell Stagetrac what job and task they are working on.
As workers move through the job, Stagetrac updates the job card automatically. Tasks can be marked as complete, time is recorded against the correct job, and any photos, videos, documents, or comments can be stored in the right place.
This gives supervisors a much clearer picture of what is actually happening in the workshop.
Live Staff Activity
The Live Staff Activity screen shows what each worker is currently doing.
Supervisors can see who is signed in, which job they are working on, what task they are performing, how long they have been busy, when their shift started, and when their shift is scheduled to end.
This makes it easier to spot issues early. For example, if someone has forgotten to scan into a job or task, it becomes visible instead of being missed until the paperwork is reviewed later.
During the transition period, supervisors may need to remind workers to scan QR codes when starting tasks. Once workers get used to the process, scanning in becomes part of the normal workshop routine.
From this page, supervisors can also extend a worker's shift if they have been assigned overtime.
Planning Board
The Planning Board gives supervisors a full overview of the jobs currently in the workshop.
It shows job information in a clear table view, making it easier to see what is due soon, what may be delayed, how far along each job is, and which tasks have already been completed.
Instead of relying on a whiteboard that can fall behind reality, the Planning Board updates as workers complete tasks through the Worker App.
This helps the office, supervisors, and workshop floor stay aligned.
Employees Page
The Employees page gives supervisors a full breakdown of the workers on the shop floor.
From here, supervisors can view employee details, update shift information, and see the work each employee has completed.
This page also makes it easier to generate daily time records and review what tasks a worker has performed over a selected period, such as a day, week, month, or longer.
If shifts rotate or change, supervisors can update the employee's shift details from this page.
Jobs Page
The Jobs page is where supervisors create and manage digital job cards.
All current workshop jobs are listed here, along with important job details such as due dates, status, progress, and assigned tasks.
Supervisors can create a job card, print the QR code, and attach it to the job paperwork, drawings, or blueprints. Workers then scan the QR code to start logging time against the correct job and task.
Supervisors can also update the status of a job, such as:
- Work in progress
- On hold
- Waiting for drawings
- Waiting for materials
- Complete
Photos, videos, documents, and comments can also be attached to jobs and tasks. This keeps job-related information organised and easy to find later.
For example, if a worker takes a photo of a damaged part, missing material, completed stage, or issue on the floor, that photo can be attached directly to the correct job and task. Supervisors can then view or download the media from the Jobs page.
This keeps communication clearer and helps stop important information from being lost in text messages, paper notes, or someone's phone gallery.
The Worker App
The Worker App is the shop floor side of Stagetrac.
It is designed to be simple, practical, and easy to use in a real workshop environment.
Workers can use the app to sign in and out of jobs, select tasks, take photos or videos, add comments, mark tasks as complete, and clock in or out for the day.
The app is designed by someone who understands how workshops operate. It is not made to feel complicated or overloaded. The buttons are large, the process is simple, and the goal is to make it easy for workers to record what they are doing without slowing them down.
The Worker App can be installed on Android devices. With the right device, it can be used in a workshop environment by workers who may have gloves on, dirty hands, or limited time to enter information.
Stagetrac is also working on sourcing suitable devices for workshops that do not want to provide their own.
How Workers Use the App
To start work on a job, the worker scans the QR code attached to the job card. If needed, they can also manually enter the job number.
After scanning the QR code, the worker selects the task they are about to perform. Stagetrac then records their start time and links that time to the correct job and task.
If the worker needs to take a photo, they can open the app and press “Add Photo.” This opens the camera so they can take the photo and confirm it. Stagetrac then stores the photo against the correct job and task automatically.
When the task is complete, the worker can mark it as complete in the app and move on to the next task.
This helps supervisors see job progress as it happens, instead of waiting for paperwork or verbal updates at the end of the day.
Clocking In and Out
The Worker App can also be used for clocking in and out.
If a worker forgets to clock in at the start of the day but begins their first task, Stagetrac can automatically clock them in when that task starts.
By default, Stagetrac can also automatically clock a worker out when their scheduled shift ends. This setting can be turned off or adjusted in the Supervisor Dashboard.
This helps reduce missed clock-ins, forgotten clock-outs, and messy time records.
Why This Matters
Stagetrac is built to reduce the gap between the office and the workshop floor.
It helps supervisors answer important questions faster:
- Where is the job up to?
- Who is working on it?
- How long has this task taken?
- What still needs to be done?
- Are we falling behind?
- Where are the photos, notes, or documents for this job?
Instead of chasing answers manually, Stagetrac keeps the information updated as the work happens.
The result is clearer job tracking, better time visibility, cleaner communication, and less admin work at the end of the day.