The Defect Management Software Built for the Front Line
Sitemate’s Defect Management Software is powered by Dashpivot, and allows site teams to easily log defects at the job site. Storm, Sitemate’s AI agent, can fill out reports with defect details, corrective actions, and even photos, then site supervisors can review, edit, and sign off directly on the form via e-signature.
Trusted by companies, projects and teams of all sizes
Why Defect Management management Is Harder than It Should Be
Slow manual logging
Workers using paper-based forms take a long time to record defect details and locations on site.
Missing or illegible defect records
Paper-based defect logs can easily get soiled or damaged. Furthermore, paper logs are easy to lose before they reach the office.
Unresolved defects affect handover
Without clear tracking of defects and corrective actions, unresolved items can delay project handover and increase rework costs.
Cannot preview past defect records
Completed paper defect logs are usually filed away, which limits visibility on previous defects. This can cause a disconnect between site teams and subcontractors.
A Smarter Defect Management App
AI-assisted defect report creation
Storm can help turn user prompts into a complete defect report, pre-filled with details specific to user input.
Streamlined logging with photo capture
Workers can log defect details, take photos of the issue, and notify relevant personnel for follow-up, all from their mobile device.
Supervisor review before close-out
All completed defect reports are routed to supervisors for review and sign-off, which ensures issues are addressed and accountability is not compromised.
Cannot preview past defect records
The Defect Management Software uses a cloud storage system where all completed reports are stored.
Understanding Defect Management Software
What is Defect Management Software?
A Defect Management Software is a tool that quality and site personnel use to log, track, and close out defects identified on a project. These records are usually created as soon as a defect is found, and cover details on the location, nature, and severity of the defect, along with the corrective action needed to resolve it. With a Defect Management Software, teams can keep a digital record of these issues, as well as their resolution and final sign-off.
What does a Defect Management Software help record?
- General information like project name, site location, and date identified
- Description and location of the defect
- Trade or party responsible for the defect
- Severity or priority level of the defect
- Recommended corrective action and target turn-around time
- Status tracking of any outstanding defects and fixes
- Name and sign-off of the person verifying the fix
- Supporting photos and attachments
How are defects traditionally identified and escalated on a work site?
Defects are typically found during routine inspections, quality walkthroughs, or reviews carried out by the client or consultant at key stages of the work. Once a defect is spotted, the location and nature of the issue should be recorded, along with the party or subcontractor responsible for the affected work. The responsible party or subcontractor then reviews the issue on site, agrees on the corrective action, and proposes a timeline they will need to bring the work back up to standard. It is normal to see this process amplified and given priority during the lead-up to the handover of the project, when outstanding defects are consolidated into a close-out list.
-
Feed Storm the defect details
Storm can pull insights from user prompts, photos, and voice notes, and use that information to fill a pre-set defect report.
-
Data mapping
Storm fills the defect report with information, such as the description of the defect, location, and severity – all based on the user input.
-
Review the draft and assign corrective actions
Site teams should review the generated report to confirm the defect and assign any required corrective actions. This is especially important for defects that affect safety or structural integrity.
-
Final review by supervisors
All that is left to do is for supervisors to review the submitted report, add any final notes, and approve it for submission. Once approved, the report is sent to the relevant stakeholders or approvers for their review.
Related apps
Defect Photos
Ensure that defects are well documented with photos with timestamps, geotagging, photo markup and smart tags to have a full audit trail.
View app
AppISO Document Control Software
This ISO document control software makes it easy to achieve and maintain ISO compliance across any industry. See or try the software for yourself here.
View app
AppInspection And Test Record App
Inspection And Test Record App that captures field data in real-time and auto-structures it into compliant, audit-ready ITR documentation. Try Sitemate free.
View app
See How Sitemate Has Already Helped Companies Like Yours
"Everything is in real-time. No longer do we need to print out forms or take out hard copies."
- Brian Mahon, COO
80%
Time saved on document handling
90%
Faster approvals
Defect Management Software with Flowsite
Flowsite automatically transfers completed defect report data from Dashpivot forms into dashboards and other reporting systems. This removes the need for manual re-entry during reporting, ensuring that quality control and project teams get visibility of any outstanding defects - all in real time.
Comparison: Paper Defect Management vs Digital Defect Management
Most project teams already know paper and spreadsheets aren't cutting it. Here's what changes when you move your method statements to a digital system.
 |
Paper |
|
|---|---|---|
| Defect report preparation | Storm uses voice notes, field notes, and other user input to create complete defect reports with pre-filled data that workers can use as a guide. | Defect reports must be filled out from scratch every time, relying on the worker's memory of what was found. |
| Defect report format | Consistently get accurate and quality content, neatly formatted within a standard form for all defect reports. | Defect report quality and completeness vary depending on who is preparing and filling out the form. |
| Versioning | Everyone works from one live version that's always up to date. | Supervisors have to manually update and send out the most recent version of the defect form. |
| Reporting speed and flexibility | Workers can log a defect within minutes, straight from a phone or tablet, as soon as it is discovered. | Workers write up formal reports from memory or from field notes when they return to the office. |
| Data capture | Photos, descriptions, and location details are captured immediately by workers on their phones. | Workers have to write everything down by hand, then match it up with the right photo and notes later. |
| Defect status tracking | Defects move through open, in progress, and closed statuses automatically as work is done, with a clear view for everyone involved. | Tracking a defect's status relies on someone manually updating a spreadsheet or register, which can fall out of date. |
| Assigning and follow-up | Defects can be assigned directly to the responsible person, with due dates and reminders included. | Assigning a defect for rectification usually means a phone call, email, or a note passed along in person. |
| Approvals and close-out | Once a defect is rectified and the report is submitted, the appropriate personnel are automatically notified to review and close it out. | Getting a defect reviewed and closed out means physically passing on, scanning, or emailing the paperwork. |
| Audit trail | Every submission, edit, and approval is time-stamped as soon as it is made. | Each change or edit must be time-stamped manually, and tracking these changes will require more digging. |
Frequently asked questions about the Defect Management Software
Does Dashpivot work even if offline?
Yes, Dashpivot can work even without internet connectivity. It stores all collected data, like photos and defect notes, in the mobile device and automatically syncs changes when connectivity returns.
How does AI help when logging a defect?
Sitemate’s AI agent, Storm, can extract data from photos and voice recordings and auto-fill the relevant fields on the report. This process eliminates manual data entry, which simplifies how teams use software defect management on site.
Can I update an existing software defect report template in the app?
Yes, you can easily update a software defect report template in the app to align with your workflow and reporting standards by using the powerful drag-and-drop form builder in Dashpivot.
Can I generate dashboards from logged defects?
Yes, with Flowsite, you can generate dashboards based on collected data from completed defect reports. Supervisors and managers can easily track outstanding issues and recurring trends without the need to manually compile records.
What does a typical defect management workflow look like in the app?
Every defect report moves through pre-determined stages, from initial report to assigned resolution to final sign-off. This defect management workflow explicitly requires approver sign-offs to move the report to each step, which ensures the issue is thoroughly reviewed and addressed at each level.
What happens if a defect is discovered?
Workers will first need to log the defect in the Defect Management Software. Upon completion, responsible parties are immediately notified of the defects and that they will need to perform corrective actions.
English (United States) 
English (Australia) 
English (UK) 
English (New Zealand) 
English (South Africa) 
German