Guided Field Capture
Site workers snap photos on-site and the system captures them straight into the project.
Features
Everything the build needs. One platform.
From the first site visit to final turnover: field capture, AI document filing and search, version control, task workflows, automatic handover, and certification intelligence when you need it.
Field capture
Evidence from the slab.
Even offline.
AI Photo Tagging
Azure Vision auto-tags captured photos to the correct open checklist item so nothing is filed by hand.
Upload Site Photos from Your Phone
Capture and upload photos to a project directly from a mobile device in the field.
Speech-to-Text Narration
Use speech-to-text to narrate and annotate files at the moment of capture for fast classification.
Annotate Drawings & Photos
Mark up drawings and photos to call out specifics, so an assignee knows exactly what is being referenced.
Geo-Tagging & Traceability
Photos are geo-tagged for traceability and the record stays current in real time.
Offline-First Field ModeNew
Full PassiveTask functionality in the field with zero signal. Capture photos, update checklists, and log site observations — everything syncs silently and automatically when connectivity returns.
Collaboration
The whole team contributes.
No per-seat fees.
Universal Contributor Model
Every project stakeholder — architect, builder, contractor, vendor — works from one shared record. No per-seat fees. The whole team contributes; PassiveTask keeps everything organised.
Direct Vendor Upload
Vendors upload their own documents directly, eliminating re-entry of vendor data.
Role-Based Access
Access is scoped to each contributor's role.
Task Assignment & Review WorkflowNew
Every documentation gap becomes an assignable task. Phase gating prevents a project from advancing to the next construction stage until the prior stage's documentation is complete and verified.
Review Queue
Submissions enter a review queue so contributed material is quality-controlled and approved.
Pinned Task Requests
Tasks are pinned with specific details and a zoomed excerpt from the blueprints.
Automated Reminders & Status
Auto-reminders fire and task status is tracked to completion.
Milestones & Timeline
View project milestones and their associated documents on a timeline.
Central Project Hub
A single shared hub where everyone on a project can see it and contribute documents.
Flat, No-Per-Seat Pricing
Unlimited contributors with no per-seat fees.
Handover
The package builds itself.
Minutes, not weekends.
As-Built Intelligence & Handover Package
At closeout, PassiveTask automatically assembles a structured handover package organised by building component. What used to take 20–40 hours of manual assembly is generated in minutes.
Branded Handover
Present the handover package under your own project and company details — a professional, searchable artefact that markets your next build every time an owner opens it.
Homeowner Turnover Package
Assemble a complete homeowner turnover package — warranties, manuals, appliance specs, finishes, and as-built photos — organised by room and system and generated in minutes.
Warranty & Manual Tracking
Track every appliance warranty, product manual, and finish spec against the project record, each with its source document and expiry date, so nothing is lost after handover.
Project Handoff Report
Auto-generate rich PDF handoff documents from configurable templates.
Configurable Export & Folder Structures
Download project documents in configurable folder structures for easy sharing or archiving.
Client & Owner Portal View
Give the homeowner a role-appropriate view of their project and final handover package through a secure link — no account or software required at their end.
Change-Order & Selections Log
Keep every change order and client selection logged against the project with a full, dated history — the answer to “what did we agree to?” is always one search away.
Documents
Filed and findable.
No manual filing.
Document Management
Upload documents to a project, space, component, milestone, or task.
Auto-Classification
Ingested documents are auto-classified to the correct checklist item, in any format.
Smart Document Ingestion & OCR
Drop any file — product certificate, test report, specification sheet — and Azure Document Intelligence extracts U-values, lambda values, and expiry dates, routing the document to the right checklist item automatically.
Version Management
Track changes and view previous versions of any document.
AI-Assisted Search
Find any document or asset on any project through AI-assisted search.
Multi-Dimensional Document Views
View documents by project, space, component, milestone, or task.
Expiry Detection
Certificate and document expiry dates are surfaced automatically.
Sparkles AI Assistant
One-click pulls documents, photos, and component data from the PHI database and helps describe and tag site photos.
Certification
Standards, scaffolded in.
PHI · PHIUS · EnerPHit
Certification Intelligence Engine
Projects are scaffolded to the exact requirements of PHI, PHIUS, or EnerPHit from day one. Azure AI monitors the compliance record continuously and surfaces gaps before they become problems at submission.
Multi-Standard Support
Supports multiple certification standards (Passive House / PHIUS today, with LEED, WELL, and Net Zero on the roadmap), and a single project record can serve as evidence for overlapping certification bodies at once.
PassiveTask Certification Presets
Predefined download configurations tailored for PassiveTask certification.
Real-Time Compliance Dashboard
A live certification readiness scorecard for every project. Share a read-only link with your certifier at any stage. Expiry alerts surface weeks before they become emergencies.
Certifier Share Link
A read-only share link lets the certifier engage mid-project as a single source of truth.
Phase Gating
Build phases are blocked from being logged as started until the prior phase's documentation is signed off.
Performance Data Capture
Capture building performance data against the project record.
Expiry Alerts
Proactive alerts warn before certificates and documents expire.
Portfolio Management & Templates
Firms build reusable project templates from validated projects. Institutional knowledge stays with the firm — not in a single project manager's head or a shared drive no one can find.
See it in thirty minutes. On your project.
Book a demo and we'll show the whole platform on your own build.