More control. Less chaos. Greater efficiency.
Coordinator Online is an advanced tool for outsourcing companies. It automates daily communication, simplifies task delegation and lets you manage more executors with less management overhead.
Installation assembly — 12 Nowa St.
Jan Kowalski · 08:00 – 16:00
A modern tool for managing outsourcing processes
The system doesn't replace coordinators — it empowers them. It eliminates communication chaos and manual management by introducing a clear, digital process disposition system.
Coordinator panel · daily view
Why this tool was built
In outsourcing the key challenge is fast task hand-off to executors, control over process completion and managing many people across many sites while keeping quality and efficiency.
Coordinator Online removes communication chaos and manual management — every action is logged with a timestamp and tied to a specific person.
- Fewer coordinators needed as scale grows
- Tasks frozen after pickup — no chaos or mid-day changes
- The executor confirms process completion with a single click
- The system automatically builds monthly PDF reports and summaries
- Plan import from CSV / Excel — no manual data entry
Three roles, one system
Coordinator Online tailors the view and capabilities to each user's role — everyone sees exactly what they need.
Administrator
Runs the entire outsourcing platform: creates user accounts, defines projects and sites, assigns coordinators and executors to the right teams.
- Creating and managing users
- Configuring projects and sites
- Assigning roles and permissions
- Generating and approving monthly reports
- Importing data from CSV / Excel
Coordinator
Quickly assigns tasks individually or in groups, handles more executors without chaos and monitors progress in real time — without phone calls or Excel.
- Creating daily dispositions
- Assigning tasks to executors
- Real-time status visibility
- Handling reported problems with photos
- Approving completed dispositions
Executor
Receives assigned dispositions, confirms pickup and process completion straight from a mobile device. In case of trouble, reports a problem with a photo.
- View assigned dispositions
- Confirm disposition pickup
- Confirm completion with a note
- Report a problem with description and photo
- History of own dispositions
Four steps to full control
A simple, repeatable process — from a coordinator creating a disposition to a closed monthly report.
Creates a disposition
The coordinator signs in and creates a daily disposition: chooses a project, scope, date and assigns specific executors. Optionally imports a plan from CSV or Excel.
Confirms pickup
The executor receives an email about the new disposition, signs in (on phone or computer), reviews the scope and confirms pickup with a single click.
Confirms completion
After the work is done the executor confirms completion, adds optional notes and reports the quantity completed. If something goes wrong, they report a problem with a description and an optional photo from their phone.
Approves the report
The coordinator reviews the day and closes dispositions. At month-end one click generates a PDF report containing the full history of dispositions, confirmations and problems.
Key features of the system
Everything you need to run field-team processes smoothly — in a single, simple tool.
Daily dispositions
Create and manage daily process dispositions. Assign tasks to executors, set scopes and monitor progress — all in one place.
Real-time confirmations
Executors confirm pickup and completion straight from their phone. Status updates instantly — no phone calls, no waiting.
Problem reports with photo
An executor can report a problem with a description and an attached photo from their phone. The coordinator gets notified and can react immediately.
Monthly PDF reports
Generate professional PDF reports with one click. The report includes the full history of dispositions, confirmations, problems and quantities for the month.
CSV / Excel plan import
Save time — import a ready process plan from a CSV or Excel file. The system automatically assigns executors and creates dispositions from the sheet.
Email notifications
Automatic email notifications inform executors about new dispositions and coordinators about confirmations and reported problems — nothing slips through.
Scale without growing costs
Coordinator Online lets your company grow without increasing the management headcount — concrete, measurable results from day one.
One coordinator handles three times as many executors at once. Automated task delegation removes manual administrative processes.
Full real-time visibility of every disposition's status. The coordinator knows who confirmed, who finished and who reported a problem — without a single phone call.
Instead of hours spent collecting data and assembling summaries — one click produces a complete PDF report with the full history of the month.
“We want managing outsourcing processes to be simpler, more predictable and data-driven — not chaos.”
Lower CO₂ emissions through more efficient coordination
Outsourcing traditionally means an army of coordinators driving between client sites — and every kilometre is a carbon footprint. Coordinator Online changes that model: one specialist manages many projects remotely, so the company delivers a larger volume of processes with a smaller oversight team and fewer business trips. Fewer mobile roles, fewer site visits, less paper in circulation — measurable CO₂ reduction at the operational level of your company.
What that means in practice
A coordinator driving 60 km a day in the field generates roughly 1.5–1.8 tonnes of CO₂ per year from business travel alone (assuming an average of ~120 g CO₂/km for a passenger car — EEA data). Each role replaced by remote coordination is a reduction comparable to the annual energy needs of one household.
Fewer coordinators in the field
One coordinator handles three times as many projects as in the traditional model. That means fewer roles requiring daily commuting between locations.
Remote processes across many projects
Dispositions, confirmations, problems and reports — all in the browser. The coordinator doesn't have to drive to executors to hand over a task or collect signatures. Kilometres not driven are emissions not produced.
Digital document flow
Process cards, pickup confirmations and monthly reports exist only in digital form. No printing, no paper transport, no physical archives — fewer resources at every step of the process.
Emission values are based on averages published by the European Environment Agency (EEA) for new passenger cars. Actual reduction depends on the number of managed projects, the customer's geography and the current process model of the coordinator team.
Security and confirmation history
Your data is protected at every layer. The full audit trail of every operation isn't just security — it's also legal protection for your company.
Tamper-proof operation history
Every pickup confirmation, completion confirmation and problem report is logged with a precise timestamp and user identifier. The event history is undeniable proof of process completion — useful both internally and in customer relationships.
Data encryption
All data is transmitted over an encrypted HTTPS/TLS connection. Data at rest is encrypted at the database level using bank-grade standards.
Row Level Security (RLS)
Database-level RLS guarantees that each user only sees data from their organisation. Unauthorised reads of other tenants' data are impossible.
Full event history
Every action in the system is recorded with a timestamp and user identifier. The history of confirmations, status changes and reports cannot be deleted.
Role-based access control
A three-tier role model (Administrator, Coordinator, Executor) ensures every user only has access to the functions necessary for their work.
Regular backups
Data is automatically archived with point-in-time recovery. The infrastructure is built on proven cloud solutions.
GDPR compliance
The system is designed to meet GDPR requirements. Executor data is stored on servers within Europe.
Contact
Have questions about Coordinator Online or rolling it out at your company? Send an email or call — we're happy to help.