The field cockpit for construction
Construction site document management
The right document, in the right place: by site, by team member, by equipment. Centralise, organise and share all your construction documents in one secure platform.
No credit card required • 15-day free trial • Smart plan
Document chaos slowing down your sites?
Scattered files, outdated plans, missing safety documents—recognise these daily frustrations?
Lost in emails and drives
Plans scattered across emails, shared drives, WhatsApp. Nobody knows which version is current or where to find the latest safety certificate.
Site managers without key docs
Subcontractors arrive on site without the updated plan. Site managers can't access equipment manuals from their phone when needed.
Compliance nightmares
Missing employee certificates, expired equipment inspections. Audit season means panic searches through filing cabinets and inboxes.
Photos lost in phones
Site photos stored on personal devices. When someone leaves or changes phone, valuable progress documentation vanishes.
Time wasted searching
Office staff spend hours hunting for the right invoice, contract or report. Productivity lost to document archaeology.
No structure, no control
Each site organised differently—or not at all. No standard folders, no naming conventions, complete anarchy.
One secure location for all your construction documents
From site plans to employee files, equipment manuals to safety certificates—everything organised, accessible and under control.
Organised by category
Create custom folder structures with colour-coded categories and icons. Set up templates that apply automatically to new sites or employees, ensuring consistent organisation across all your projects.
- Customisable folder trees with sub-categories
- Document templates for sites and staff
- Required document tracking
Upload from anywhere
Drag and drop files on the web, or capture photos, videos and audio directly from your mobile. Offline mode queues uploads until connection returns. GPS position automatically captured for site photos.
- Web drag-and-drop and mobile capture
- Offline upload queue (mobile)
- Automatic GPS tagging for photos
Site-specific document libraries
Every site has its own dedicated document tab. Plans, permits, safety docs, progress photos—everything in one place, accessible to authorised team members and subcontractors.
Pre-configured categories
Apply standard folder templates (Admin, Plans, Safety) to every new site. No more reinventing the wheel.
Progress documentation
Site managers capture photos and videos on mobile, automatically filed under the correct site with GPS location.
Full format support
Preview PDFs, images, videos, Word and Excel files directly in-app. Download folders as ZIP archives.
Subcontractor access
Grant restricted access to subcontractors for their relevant sites, ensuring they have the plans they need without exposing everything.
Available from Smart plan. Each site becomes a central repository—no more hunting through email chains or shared drives for the latest version of a document.
Employee document folders
Store contracts, IDs, training certificates and safety qualifications in each team member's personal file. Track required documents and never miss a renewal deadline.
Required docs tracking
Mark documents as mandatory per category (e.g. ID, RIB, contract). Visual indicators show what's missing.
Compliance made easy
Keep all certifications and training records in one secure location, ready for audits or site inspections.
Mobile access
Workers can view their own documents on mobile via the "My Documents" screen—contracts, payslips, certificates.
Example employee template structure:
Equipment and client documents
Attach manuals, inspection certificates and service history to equipment records. Keep client contracts, quotes and correspondence organised in dedicated client files.
Equipment files
Each piece of equipment gets its own document tab. Store user manuals, inspection certificates, service records, warranty information and photos.
- Inspection certificates with expiry tracking
- Service history and maintenance logs
- User manuals accessible from mobile
Client files
Centralise all client-related documents: contracts, quotes, invoices, correspondence, project briefs and handover documentation.
- Contract and quote version history
- Custom folder templates per client
- Instant access for account managers
Documents everywhere you need them
Beyond sites, staff and equipment, you can attach documents to subcontractor files, absence requests (e.g. medical certificates), and even message conversations. Everything stays contextual and easy to find.
Available from Smart plan across web and mobile (iOS, Android).
Built for construction field work
Powerful features designed for real-world building sites
Offline upload queue
No signal on site? Files are queued on your mobile and uploaded automatically when connection returns.
GPS photo tagging
Location data automatically captured when you photograph on site. Find documents by location on a map.
In-app preview
View PDFs, images, videos, Word and Excel files directly without downloading. Full-screen viewer included.
Bulk ZIP download
Download entire folders or all site documents as a single ZIP file, preserving folder structure (up to 500 files / 500MB).
Media capture
Capture photos, videos and voice memos directly from the mobile app. Automatic thumbnail generation.
Drag & drop organisation
Drag files into categories, reorder folders, rename documents—simple desktop-style file management on the web.
Frequently asked questions
Everything you need to know about construction document management in Klear
What file formats can I store and preview?
Klear supports images (JPEG, PNG, GIF, WebP, BMP, SVG, HEIC), videos (MP4, MOV, AVI, WebM, MKV), audio files (MP3, WAV, M4A, OGG), PDFs, Microsoft Office documents (Word, Excel, PowerPoint) and text files (TXT, CSV, RTF). Images, videos, PDFs, Word and Excel files can be previewed directly in-app with automatic thumbnail generation. Other formats can be downloaded for external viewing.
Can I control who sees which documents?
Yes. Document access follows the permissions of the parent entity (site, employee, client, equipment). For example, subcontractors only see documents for sites they're assigned to, with restricted access compared to internal staff. Employees can view their own personal documents via the "My Documents" section on mobile. Administrators have full control over who can view, upload, rename or delete documents.
How do document templates work?
Administrators can create reusable folder structure templates in Settings > Document Templates. For example, a "Standard Site" template might include folders for Admin, Plans, Safety, Progress Photos, etc. Mark a template as default, and every new site will automatically receive that folder structure. You can also create templates for employee files and client files. Within each category, you can specify required documents (e.g. "ID card" is mandatory) and the system will flag missing items.
Ready to bring order to your construction documents?
Join construction companies saving hours every week with organised, accessible document management. Start your free 15-day trial today—no credit card required.
Available from Smart plan • Web & Mobile • No credit card required