User Journeys
Six end-to-end workflows showing BuildOS in action — from the perspective of real users doing real work. Each journey shows who acts at each step, what BuildOS does automatically, and how long it takes.
Journey 1 — Morning Briefing
👤 Mike (Superintendent)
⏱ Target: 4 minutes total review time
🕕 6:00 AM UTC daily
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6:00 AM UTC — Daily Briefing Agent fires Agent
The agent fetches Mike's active projects, queries today's task schedule, checks procurement status, retrieves sub confirmation statuses, and pulls hourly weather forecasts for each site location from Tomorrow.io.
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Claude AI synthesizes the briefing AI
All data is passed to Claude, which generates a natural-language morning briefing — prioritized, concise, and actionable. Critical items appear first. Available in English or Spanish per Mike's language preference.
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Push notification delivered to Mike's phone Firebase
"Your morning briefing is ready — 3 sites, 2 weather alerts, 1 sub unconfirmed." Mike sees this before he leaves home.
Mike
Mike opens the app during his commute Mobile App
He reads the briefing: today's critical-path tasks across all sites, a weather alert (rain at Maple Estate tomorrow — reschedule exterior work), Joe Smith hasn't confirmed Plumbing Rough-In for April 8. Estimated review time: 4 minutes.
Mike
Mike taps the sub card to view details, then drives to the first site
He arrives already knowing what needs attention, which tasks are critical today, and what weather risk is coming. No morning planning meeting needed. No spreadsheet opened.
Journey 2 — Procurement Lifecycle
👤 Sarah (Admin) + Tom (Owner)
⏱ Spans ~14 days from WARNING to order placed
🎯 Zero manual tracking required
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Day 1 — Project created from permit. Procurement items auto-populated System
BuildOS adds all standard WBS materials to the procurement tracker, including windows (84-day lead time). Must-order date calculated from CPM schedule: January 14.
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January 1 — Procurement Agent detects windows at WARNING status Agent
Must-order date (Jan 14) is now within 14 days. Status updated to WARNING. Urgent feed card created for Sarah: "Order windows for Maple Estate by January 14 — 13 days remaining."
Sarah
Sarah sees the card, contacts the supplier, gets a quote Web Dashboard
She prepares a purchase order but needs Tom's approval because the order exceeds her independent spending threshold.
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January 11 — Tribunal invoked as deadline approaches Tribunal
The Architect and Historian both vote YEA. The Coordinator synthesizes: "Approve. Budget consistent, schedule requires it, supplier is qualified." Critical feed card created for Tom with Approve action.
Tom
Tom taps Approve from his phone Mobile
Card moves to Actioned. Sarah is notified. She places the order with the supplier.
Sarah
Sarah marks the item as ORDERED in BuildOS Web Dashboard
Procurement item status updates to ORDERED. Card dismissed. No more alerts for this item. Windows arrive April 13 — two days before the scheduled installation window.
Journey 3 — Corporate Financial Review
👤 Tom (Owner)
⏱ Target: 8 minutes for 10-project portfolio
📊 Replaces 4-hour monthly reconciliation
Tom
Tom opens the Financial dashboard Web Dashboard
He lands on the corporate summary: $4.2M estimated across 10 projects, $2.8M committed, $1.9M actual. Two projects shown with amber variance indicators — Foundation at Maple Estate is 12% over estimate.
Tom
Tom drills into Maple Estate
He sees the per-phase breakdown. Foundation: $120K estimated, $135K committed (+12.5%). He clicks "View Invoices" — two vendor invoices for extra grading work are listed. He recognizes the change order, which explains the variance.
Tom
Tom reviews AR aging panel
$320K current, $45K in 30-day bucket, $12K in 60-day. One invoice in the 60-day bucket is from a client he'll call today. The 90+ bucket is empty.
Tom
Tom closes the tab — done in 7 minutes
He has a complete picture of portfolio health, knows which projects need attention, and has a specific follow-up action (the 60-day client call). No spreadsheets opened. No emails sent requesting data from Sarah.
Journey 4 — Field Progress Reporting
👤 Carlos (Field Worker) + Mike (Superintendent)
⏱ Target: under 45 seconds per task
📱 Mobile app, works offline
Carlos
2:45 PM — Carlos finishes framing the second floor Field App
He opens the BuildOS app. His task list shows "WBS 9.2 — Second Floor Framing" as today's primary task, currently at 80%.
Carlos
Carlos taps the task, takes two photos, drags slider to 100%
Photos are GPS-tagged automatically. He taps Submit. Confirmation appears: "Marked complete. Framing Inspection is next: April 8." Total time: 38 seconds.
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BuildOS processes the update System
Task marked complete in the database. CPM schedule recalculates. Dependent tasks (Framing Inspection) now have updated early start dates. The Gantt chart updates across all views.
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Mike receives a push notification Firebase
"Carlos completed WBS 9.2 — Second Floor Framing. Next: Framing Inspection (April 8)." Mike knows without calling anyone.
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Sub Liaison Agent fires for Framing Inspection Agent
Because the Framing Inspection task requires a third-party inspector who needs 48+ hours notice, the Sub Liaison Agent automatically sends an SMS to the inspection coordinator — without Mike doing anything.
Journey 5 — Sub Coordination & Delay Handling
👤 System (Agent) + Mike (Superintendent)
⏱ Fully automated unless delay is detected
💬 Via Twilio SMS
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Sub Liaison Agent identifies upcoming task needing a sub Agent
It's Tuesday. WBS 10.0 (Plumbing Rough-In) is scheduled to start Thursday — within the 48–72 hour confirmation window. Joe Smith is the assigned plumber.
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SMS sent to Joe Smith via Twilio Twilio
"FutureBuild: Confirm 'Plumbing Rough-In' scheduled Thursday April 8 at Maple Estate. Reply YES to confirm or let us know if there's a schedule conflict."
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Scenario A: Joe replies "delayed, can't make it until Saturday"
The agent detects delay keywords. A delay flag is created on WBS 10.0. The schedule recalculation job fires — all downstream tasks shift. An URGENT feed card appears for Mike: "DELAY: Joe Smith cannot make April 8 for Plumbing Rough-In. New earliest start: April 10. Schedule impact: 2 days." Mike calls Joe to confirm Saturday and updates the task date.
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Scenario B: Joe replies "yes confirmed for Thursday"
The agent detects confirmation keywords. A LOW priority feed card appears for Mike: "Joe Smith confirmed Plumbing Rough-In for April 8." No action needed. Mike sees it in his morning briefing the next day.
Journey 6 — Pre-Construction Pipeline to Project Launch
👤 Tom (Owner) + Sarah (Admin)
⏱ Weeks to months (pipeline) + seconds (permit gate)
🔑 The most important transition in the system
Sarah
Sarah creates a new prospect in the pipeline Web Dashboard
Client: Henderson Family. Address: 4521 Oak Ridge Dr. GSF: 3,200 sqft. Estimated value: $1.4M USD. Source: referral. Stage: LEAD (10%).
Tom
Over the next 6 weeks, Tom advances the prospect through stages
Qualified → Estimate Sent (Sarah attaches a $1.38M preliminary estimate) → Verbal Commitment (Henderson says yes) → Permit Applied (application submitted to the county). Pipeline revenue forecast updates at each stage.
Sarah
Building permit is approved. Sarah marks it in BuildOS.
She sets permit status to "Approved" and enters the permit issued date: March 15. She clicks Save.
Gate
The Permit Issuance Gate fires — all steps happen in <3 seconds Atomic
1. Pipeline stage → PERMIT ISSUED (100%). 2. New project "Oak Ridge — Henderson" created. 3. Full 127-task CPM schedule generated and sized for 3,200 GSF. 4. Weather buffers applied. Critical path: 214 days. 5. All procurement items populated with must-order dates. 6. Procurement monitoring begins. 7. Feed card: "Oak Ridge — Henderson permit issued. Construction schedule ready. 127 tasks, critical path: 214 days."
Tom
Tom opens the new project in the schedule view — immediately actionable
The Gantt chart is fully populated. Critical path is highlighted. The first procurement alerts are already in the feed (windows need to be ordered within 45 days). Mike is notified to prepare for the site kickoff. No one entered a task manually.