// case study
Project and task management in one system.
VibeFlow is our own SaaS system for running a company that carries out installations and upgrades at client sites. It grew out of upLED’s real needs — and it’s their deployment you see in the screenshots. It brings clients, locations, projects, tasks, equipment, crews, roles and communication together in one place — instead of spreadsheets, emails and scattered files.
// the challenge
A project-driven company, data everywhere
A company carrying out installations and upgrades at client sites ran everything in spreadsheets, emails and people’s heads: lists of clients and locations, projects, crew tasks, equipment for sites, deadlines. The more projects there were, the more chaos and the more things slipped through the cracks. They needed one system to cover the entire operation.
// the solution
One system, everything from scratch
We built VibeFlow — our own SaaS web app that runs the company from client to completed task: a register of clients and locations, projects with a full workspace, tasks with templates, an equipment register, crews, roles and permissions, internal communication and configurable trackers. All with reference numbering and search across the whole system.
// the core
One system instead of spreadsheets and emails
A cohesive platform designed from the ground up around how an installation company actually works. Every client, location, project and task has its own reference number, and roles and permissions keep track of who can see and change what.
Reference numbering
Clients, locations, projects and tasks each have their own number (CLI, OBJ, PRJ, TSK) — easy to find and refer to.
Roles and permissions (RBAC)
Project manager, location manager, client manager — everyone sees and does exactly what they should.
A dashboard for what’s urgent
Projects that need attention, overdue tasks and an activity feed right after logging in.
Search across the entire system
Search by NIP, project name or location — without clicking through tabs.
// modules
What VibeFlow gives you
Clients
A register of clients with NIP, contacts and locations — expandable down to individual sites.
Locations and sites
Client buildings and addresses to which you assign projects and crews.
Projects
A project workspace: equipment, tasks, documents, schedule, team and messages in tabs.
Tasks, templates, task register
Tasks with categories, ready-made templates and a library of recurring tasks.
Equipment register
An equipment catalog (manufacturer, model) with CSV import and a per-project equipment list.
Messages and team
Internal communication plus assignments of crews to projects and locations.
// trackers
A spreadsheet tailored to fit
The heart of everyday work — configurable trackers that combine the power of a spreadsheet with the order of a system.
Custom columns and fields
Set up a tracker around your process.
Freeze columns
Pin the most important ones and scroll the rest without losing context.
Per-column and global filters
See exactly what you need, right away.
Color-coded deadline legend
Overdue, planned, done — at a glance.
Multiple saved views
Different trackers for different needs.
Export to CSV
Your data onward with a single click.
// up close
The system from the inside
A few screens that show how it works in practice.
All projects in one table
Number, client, site, assignees, status and deadline — with search, filtering and export. You can see at a glance what’s in planning and what’s in progress.
Everything about a project in one place
Equipment, tasks, documents, schedule, team and messages — in the tabs of a single project, linked to the client and location.
// highlights
Organization, done differently
Numbering and order
Every item has its own reference number — no more “which email was that in”.
Roles and permissions
Access tailored to each role — secure and clutter-free.
Equipment register with import
An equipment catalog with CSV import and an equipment list for every project.
Deadlines shown in color
A date legend shows what’s overdue and what’s on time — before it turns into a problem.
Export and search
Your data at hand: global search by NIP and project, plus export to CSV.
A fully custom system
Not a template and not an off-the-shelf SaaS — a platform built for this specific business.
Does your company need a plan of action too?Build that order with us.
If your business lives in spreadsheets and emails, we’ll give it one tailor-made system.
Describe it in a few sentences — we’ll tell you where to start and whether we can help.