n8n Project Management System for Construction

Build a universal task management and reporting system for construction projects using n8n automation, Telegram bot, and Google Sheets.

Business Case

Problem: Construction managers spend 2-3 hours daily on:

• Distributing tasks to foremen and workers

• Collecting progress updates via calls/messages

• Compiling photo documentation

• Tracking task completion status

Solution: Automated system that:

• Sends task reminders via Telegram at scheduled times

• Collects status reports (text + photos + GPS)

• Auto-saves all data to Google Sheets

• Provides real-time visibility to managers

ROI: 70% reduction in administrative time for task management

Source Repository

https://github.com/datadrivenconstruction/Project-management-n8n-with-task-management-and-photo-reports

System Architecture

┌──────────────────────────────────────────────────────────────────────┐ │ PROJECT MANAGEMENT SYSTEM │ ├──────────────────────────────────────────────────────────────────────┤ │ │ │ MANAGER WORKER │ │ ┌─────────────┐ ┌─────────────┐ │ │ │ Google │ │ Telegram │ │ │ │ Sheets │ │ Bot │ │ │ │ │ │ │ │ │ │ • Tasks │ n8n │ • /start │ │ │ │ • Schedule │◄──Workflow──────►│ • Tasks │ │ │ │ • Reports │ │ • Photos │ │ │ │ • Photos │ │ • GPS │ │ │ └─────────────┘ └─────────────┘ │ │ │ │ │ │ ▼ ▼ │ │ ┌─────────────┐ ┌─────────────┐ │ │ │ Dashboard │ │ Google │ │ │ │ View │ │ Drive │ │ │ │ │ │ (Photos) │ │ │ └─────────────┘ └─────────────┘ │ │ │ └──────────────────────────────────────────────────────────────────────┘

Implementation Guide

Step 1: Create Telegram Bot

1. Open @BotFather in Telegram

2. Send /newbot

3. Name: "YourProject Tasks Bot"

4. Username: "YourProjectTasks_bot"

5. Save the token: 123456789:ABCdefGHIjklMNOpqrsTUVwxyz

Test bot connection

import requests

BOT_TOKEN = "YOUR_BOT_TOKEN" response = requests.get(f"https://api.telegram.org/bot{BOT_TOKEN}/getMe") print(response.json())

Expected: {"ok": true, "result": {"id": ..., "first_name": "YourProject Tasks Bot"}}

Step 2: Setup Google Sheets

Create spreadsheet with these sheets:

Sheet 1: Tasks

Column Type Description

Task_ID Text Unique identifier (TASK-001)

Project Text Project name

Object Text Building/area

Section Text Floor/zone

Task Text Task description

Executor Text Assigned worker name

Executor_ID Number Telegram user ID

Date Date Due date (DD.MM.YYYY)

Send_Time Time Reminder time

Priority Text 🔴High / 🟡Medium / 🟢Low

Status Text Pending/Sent/Completed/Partial

Response Text Worker's response

Response_Time DateTime When responded

Photo_Link URL Google Drive link

GPS_Lat Number Latitude

GPS_Lon Number Longitude

Sheet 2: Workers

Column Type Description

Name Text Worker full name

Role Text Foreman/Worker/Contractor

Telegram_ID Number User ID from /start

Phone Text Phone number

Registered DateTime Registration date

Sheet 3: Photo Reports

Column Type Description

Report_ID Text Unique ID

Report_Type Text Daily/Safety/Quality

Executor Text Who should submit

Date Date Report date

Time Time Deadline

Status Text Pending/Submitted

Photo_Link URL Drive folder link

Comment Text Worker comment

Step 3: Import n8n Workflow

// Core workflow structure (simplified) { "nodes": [ { "name": "Telegram Trigger", "type": "n8n-nodes-base.telegramTrigger", "parameters": { "updates": ["message", "callback_query"] } }, { "name": "Route Messages", "type": "n8n-nodes-base.switch", "parameters": { "rules": [ {"value": "/start"}, {"value": "/status"}, {"value": "/help"}, {"value": "text_reply"}, {"value": "photo"}, {"value": "location"} ] } }, { "name": "Check Tasks Schedule", "type": "n8n-nodes-base.cron", "parameters": { "cronExpression": "* * * * *" } }, { "name": "Get Pending Tasks", "type": "n8n-nodes-base.googleSheets", "parameters": { "operation": "readRows", "sheetName": "Tasks", "filters": { "Status": "Pending", "Send_Time": "now" } } }, { "name": "Send Task Reminder", "type": "n8n-nodes-base.telegram", "parameters": { "operation": "sendMessage", "chatId": "={{$json.Executor_ID}}", "text": "📋 Задача: {{$json.Task}}\n📍 Объект: {{$json.Object}}\n⏰ Срок: {{$json.Date}}\n{{$json.Priority}}" } } ] }

Step 4: Configure Webhook

Set Telegram webhook to n8n

curl -X POST "https://api.telegram.org/bot${BOT_TOKEN}/setWebhook"
-d "url=https://your-n8n-instance.com/webhook/telegram-project-manager"

Verify webhook is set

curl "https://api.telegram.org/bot${BOT_TOKEN}/getWebhookInfo"

Worker Commands

Registration: /start

User: /start

Bot: 👋 Добро пожаловать в систему управления задачами!

Пожалуйста, укажите ваше имя:

User: Иван Петров

Bot: Выберите вашу роль: [Прораб] [Рабочий] [Субподрядчик]

User: [Прораб]

Bot: ✅ Регистрация завершена! Имя: Иван Петров Роль: Прораб ID: 123456789

Вы будете получать задачи автоматически. Используйте /help для справки.

Receiving Task

Bot: 📋 ЗАДАЧА #TASK-047 ━━━━━━━━━━━━━━━━━━━━━ 📍 Объект: ЖК Солнечный, Корпус 2 🏗 Секция: 5 этаж, кв. 51-55 📝 Задача: Монтаж электропроводки ⏰ Срок: 24.01.2026 🔴 Приоритет: Высокий ━━━━━━━━━━━━━━━━━━━━━

Ответьте на это сообщение для отчета: • Текст: статус + комментарий • Фото: прикрепите фото работ • GPS: отправьте геолокацию

Task Response

User: (reply to task message) выполнено Проводка смонтирована по всем квартирам, ждем приемку

Bot: ✅ Отчет принят! ━━━━━━━━━━━━━━━━━━━━━ 📋 Задача: #TASK-047 📊 Статус: Выполнено 💬 Комментарий: Проводка смонтирована... ⏰ Время: 24.01.2026 14:35 ━━━━━━━━━━━━━━━━━━━━━

Photo Report

User: (sends photo as reply to task) [Photo of completed electrical work] Caption: Монтаж завершен, готово к проверке

Bot: 📷 Фото получено и сохранено! ━━━━━━━━━━━━━━━━━━━━━ 📋 Задача: #TASK-047 🔗 Фото: [Ссылка на Google Drive] 💬 Комментарий: Монтаж завершен... ⏰ Время: 24.01.2026 14:38 ━━━━━━━━━━━━━━━━━━━━━

GPS Location

User: (sends location) 📍 [Location: 55.7558, 37.6173]

Bot: 📍 Геолокация получена! ━━━━━━━━━━━━━━━━━━━━━ 📋 Задача: #TASK-047 🗺 Координаты: 55.7558, 37.6173 🔗 Карта: [Google Maps Link] ⏰ Время: 24.01.2026 14:40 ━━━━━━━━━━━━━━━━━━━━━

Manager Dashboard

Google Sheets View

┌────────────────────────────────────────────────────────────────────────┐ │ TASK DASHBOARD 🔄 Auto-refresh │ ├────────────────────────────────────────────────────────────────────────┤ │ │ │ TODAY'S SUMMARY │ │ ┌───────────┬───────────┬───────────┬───────────┐ │ │ │ Total: 24 │ ✅ Done:15│ ⏳ Pending:7│ ⚠️ Late:2│ │ │ └───────────┴───────────┴───────────┴───────────┘ │ │ │ │ TASK LIST Filter: [Today ▼]│ │ ┌──────────┬────────────┬──────────┬────────┬────────┬──────────────┐│ │ │ Task ID │ Task │ Worker │ Status │ Photo │ Response ││ │ ├──────────┼────────────┼──────────┼────────┼────────┼──────────────┤│ │ │ TASK-047 │ Электрика │ Петров │ ✅ │ 📷 3 │ Выполнено ││ │ │ TASK-048 │ Сантехника │ Иванов │ ⏳ │ - │ - ││ │ │ TASK-049 │ Штукатурка │ Сидоров │ ⚠️ │ 📷 1 │ Частично ││ │ └──────────┴────────────┴──────────┴────────┴────────┴──────────────┘│ │ │ └────────────────────────────────────────────────────────────────────────┘

Python Integration

import gspread from oauth2client.service_account import ServiceAccountCredentials import pandas as pd from datetime import datetime, timedelta

class ProjectTaskManager: """Integration with n8n Project Management System"""

def __init__(self, credentials_path: str, spreadsheet_id: str):
    scope = [
        'https://spreadsheets.google.com/feeds',
        'https://www.googleapis.com/auth/drive'
    ]
    creds = ServiceAccountCredentials.from_json_keyfile_name(
        credentials_path, scope
    )
    self.client = gspread.authorize(creds)
    self.spreadsheet = self.client.open_by_key(spreadsheet_id)

def create_task(self, task: dict) -> str:
    """Create new task in system"""
    tasks_sheet = self.spreadsheet.worksheet('Tasks')

    # Generate task ID
    all_tasks = tasks_sheet.get_all_records()
    task_num = len(all_tasks) + 1
    task_id = f"TASK-{task_num:04d}"

    # Prepare row
    row = [
        task_id,
        task.get('project', ''),
        task.get('object', ''),
        task.get('section', ''),
        task.get('description', ''),
        task.get('executor_name', ''),
        task.get('executor_id', ''),
        task.get('date', datetime.now().strftime('%d.%m.%Y')),
        task.get('send_time', '09:00'),
        task.get('priority', '🟡Medium'),
        'Pending',  # Status
        '',  # Response
        '',  # Response_Time
        '',  # Photo_Link
        '',  # GPS_Lat
        ''   # GPS_Lon
    ]

    tasks_sheet.append_row(row)
    return task_id

def create_bulk_tasks(self, tasks: list) -> list:
    """Create multiple tasks at once"""
    task_ids = []
    for task in tasks:
        task_id = self.create_task(task)
        task_ids.append(task_id)
    return task_ids

def get_today_summary(self) -> dict:
    """Get summary of today's tasks"""
    tasks_sheet = self.spreadsheet.worksheet('Tasks')
    all_tasks = tasks_sheet.get_all_records()

    today = datetime.now().strftime('%d.%m.%Y')
    today_tasks = [t for t in all_tasks if t['Date'] == today]

    return {
        'total': len(today_tasks),
        'completed': len([t for t in today_tasks if t['Status'] == 'Completed']),
        'pending': len([t for t in today_tasks if t['Status'] == 'Pending']),
        'partial': len([t for t in today_tasks if t['Status'] == 'Partial']),
        'with_photos': len([t for t in today_tasks if t['Photo_Link']])
    }

def get_worker_performance(self, worker_name: str, days: int = 30) -> dict:
    """Analyze worker performance over period"""
    tasks_sheet = self.spreadsheet.worksheet('Tasks')
    all_tasks = tasks_sheet.get_all_records()

    cutoff_date = datetime.now() - timedelta(days=days)

    worker_tasks = [
        t for t in all_tasks
        if t['Executor'] == worker_name
        and datetime.strptime(t['Date'], '%d.%m.%Y') >= cutoff_date
    ]

    if not worker_tasks:
        return {'error': 'No tasks found'}

    completed = len([t for t in worker_tasks if t['Status'] == 'Completed'])
    total = len(worker_tasks)

    return {
        'worker': worker_name,
        'period_days': days,
        'total_tasks': total,
        'completed': completed,
        'completion_rate': round(completed / total * 100, 1),
        'with_photos': len([t for t in worker_tasks if t['Photo_Link']]),
        'with_gps': len([t for t in worker_tasks if t['GPS_Lat']])
    }

Usage Example

if name == "main": manager = ProjectTaskManager( 'credentials.json', 'your-spreadsheet-id' )

# Create tasks for the week
weekly_tasks = [
    {
        'project': 'ЖК Солнечный',
        'object': 'Корпус 2',
        'section': '5 этаж',
        'description': 'Монтаж электропроводки кв. 51-55',
        'executor_name': 'Петров И.И.',
        'executor_id': '123456789',
        'date': '24.01.2026',
        'send_time': '08:00',
        'priority': '🔴High'
    },
    {
        'project': 'ЖК Солнечный',
        'object': 'Корпус 2',
        'section': '5 этаж',
        'description': 'Монтаж сантехники кв. 51-55',
        'executor_name': 'Иванов А.П.',
        'executor_id': '987654321',
        'date': '25.01.2026',
        'send_time': '08:00',
        'priority': '🟡Medium'
    }
]

task_ids = manager.create_bulk_tasks(weekly_tasks)
print(f"Created tasks: {task_ids}")

# Get summary
summary = manager.get_today_summary()
print(f"Today's summary: {summary}")

n8n Workflow Templates

Template 1: Morning Task Distribution

name: Morning Task Distribution trigger: type: cron expression: "0 8 * * 1-6" # 8:00 AM, Mon-Sat

steps:

• get_today_tasks: node: Google Sheets operation: readRows sheet: Tasks filter: Date = TODAY(), Status = Pending

• group_by_worker: node: Code code: | const grouped = {}; items.forEach(item => { const worker = item.json.Executor_ID; if (!grouped[worker]) grouped[worker] = []; grouped[worker].push(item.json); }); return Object.entries(grouped).map(([id, tasks]) => ({ worker_id: id, tasks: tasks }));

• send_task_list: node: Telegram operation: sendMessage chatId: "={{$json.worker_id}}" text: | 🌅 Доброе утро! Ваши задачи на сегодня:

  {{#each tasks}}
  ━━━━━━━━━━━━━━━━━━━━━
  {{priority}} *{{Task}}*
  📍 {{Object}} / {{Section}}
  ⏰ Срок: {{Date}}
  {{/each}}
  
  Ответьте на каждую задачу по мере выполнения.
  

Template 2: Photo Report Collection

name: Scheduled Photo Reports trigger: type: cron expression: "0 12,17 * * 1-6" # 12:00 and 17:00

steps:

• get_photo_reports: node: Google Sheets operation: readRows sheet: Photo Reports filter: Date = TODAY(), Status = Pending

• send_photo_request: node: Telegram operation: sendMessage chatId: "={{$json.Executor_ID}}" text: | 📷 Требуется фото-отчет ━━━━━━━━━━━━━━━━━━━━━ 📋 Тип: {{$json.Report_Type}} 📍 Объект: {{$json.Object}} ⏰ Срок: {{$json.Time}}

  Пожалуйста, отправьте фото с комментарием.
  

  replyMarkup: inline_keyboard: - [{text: "📷 Отправить фото", callback_data: "photo_{{$json.Report_ID}}"}]

Template 3: End of Day Summary

name: End of Day Report trigger: type: cron expression: "0 18 * * 1-6" # 18:00

steps:

• get_day_stats: node: Google Sheets operation: readRows sheet: Tasks filter: Date = TODAY()

• calculate_stats: node: Code code: | const stats = { total: items.length, completed: items.filter(i => i.json.Status === 'Completed').length, partial: items.filter(i => i.json.Status === 'Partial').length, pending: items.filter(i => i.json.Status === 'Pending').length, photos: items.filter(i => i.json.Photo_Link).length }; stats.completion_rate = Math.round(stats.completed / stats.total * 100); return [{ json: stats }];

• send_to_manager: node: Telegram operation: sendMessage chatId: "MANAGER_CHAT_ID" text: | 📊 Итоги дня: {{$now.format('DD.MM.YYYY')}} ━━━━━━━━━━━━━━━━━━━━━

  📋 Всего задач: {{$json.total}}
  ✅ Выполнено: {{$json.completed}}
  ⏳ Частично: {{$json.partial}}
  ❌ Не выполнено: {{$json.pending}}
  
  📷 Фото-отчетов: {{$json.photos}}
  📈 Выполнение: {{$json.completion_rate}}%
  
  [Открыть таблицу]({{SPREADSHEET_URL}})
  

Best Practices

Task Design

• Keep tasks atomic (1 task = 1 action)

• Include clear location (Object + Section)

• Set realistic deadlines

• Use priority wisely (not everything is 🔴High)

Photo Reports

• Request photos at milestones, not continuously

• Use Google Drive folders per project/date

• Include location verification (GPS)

• Set clear expectations (what should be in photo)

Worker Engagement

• Acknowledge all responses quickly

• Provide daily feedback

• Recognize high performers

• Keep bot messages concise

Resources

• Repository: https://github.com/datadrivenconstruction/Project-management-n8n-with-task-management-and-photo-reports

• Demo Bot: @ProjectManagementTasks_Bot

• Demo Sheet: Google Sheets Demo

• n8n Documentation: https://docs.n8n.io

"Automation is not about replacing people, it's about freeing them to do what only people can do."