n8n-project-management

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

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