Use Case: Contractor Management & Attendance System

Business Challenges

• Inefficient Manual Processes: Paper-based attendance, delayed bill processing, and offline Aadhar verification slowed down daily operations.
• Lack of Transparency: Contractors had no real-time visibility into attendance records, assigned tasks, or billing statuses.
• Fragmented Communication: Coordinators and contractors lacked a structured communication and notification mechanism for project activities.
• Error-Prone Data Handling: Attendance and bill data were not validated automatically, leading to inconsistencies and disputes.
• Compliance Gaps: No central mechanism to verify government-mandated identity proofs like Aadhar.

Solution Overview: End-to-End Digital Contractor Management Portal

• Role-based login (Contractor, Applicator, Coordinator)
• Attendance and task tracking per project
• Digital document management (Aadhar verification, bills)
• Integration with Zoho CRM for real-time updates
• Notification system for daily updates, approvals, and alerts

User Workflow Journey

1. Login & Onboarding
   • Users sign in using Zoho Catalyst Authentication.
   • Coordinators can add new users and define their roles.
   • Password reset flow supports OTP/email-based verification.
2. Dashboard Views
   • Contractors: See project summaries, advance payments, dues, and task statuses.
   • Coordinators: Upload attendance, assign tasks, verify documents.
   • Applicators: Submit attendance, view tasks, upload Aadhar.
3. Task Assignment
   • Coordinators assign tasks to contractors.
   • Tasks include: description, deadline, location, and priority.
   • Contractors get notified via in-app and email alerts.
4. Attendance Management
   • Applicators submit daily attendance with timestamps.
   • Contractors and coordinators can view task-wise and project-wise attendance.
   • Coordinators upload bulk attendance via UI or integrated import.
5. Aadhar Verification
   • Applicators upload their Aadhar cards via the portal.
   • Contractors can approve/reject after previewing the document.
   • Status is updated in CRM and notifications are sent to both parties.
6. Bill Generation & Submission
   • Contractors fill out a bill form including:
     • Tasks performed
     • Attendance data
     • Additional expenses
   • System auto-calculates totals.
   • PDF or JSON bill generated and submitted to backend for approval.
   • Bill status is updated in real time (approved/rejected).
7. Notifications System
   • Daily attendance logs
   • Task assignment alerts
   • Aadhar verification updates
   • Bill approval or rejection
   • All notifications are sent through Catalyst notifications and optionally via email/SMS.

Feature Breakdown

• Authentication Module
  Secure sign-up/login with role-based dashboards.
  Token-based sessions with Catalyst support.
  Password recovery using reset tokens.
• User Registration/Profile
  Coordinators register contractors and applicators.
  Forms include validations and upload fields (photo, Aadhar).
• Task Assignment
  Coordinators assign, edit, and track tasks per contractor.
  Tasks stored in CRM and reflected in portal dashboard.
• Attendance Tracking
  Applicators submit daily attendance from mobile or desktop.
  Coordinators upload bulk data.
  Linked with tasks for accurate billing.
• Aadhar Verification
  Applicators upload Aadhar.
  Contractors view, accept, or reject with comments.
  Status changes sync with CRM.
• Bill Management
  Contractor dashboard allows bill submission.
  Auto-filled data from attendance and tasks.
  Generates formatted PDF or JSON and submits to backend.
  Track approval status.
• Notifications
  Event-based updates:
  • Aadhar uploaded → Notify contractor
  • Aadhar verified → Notify applicator
  • New task → Notify contractor
  • Applicator starts work → Notify contractor
  • Bill approval → Notify contractor
  Powered by Catalyst triggers and REST endpoints.

Final System Flow

• Login – Auth via Zoho Catalyst
• Dashboard Access – Role-based views and actions
• Project/Task Management – Assignment, tracking, and status updates
• Attendance Sync – Real-time updates from portal to CRM
• Billing Workflow – Contractor generates and submits bills
• Notifications & Alerts – Keeps all parties informed
• Data Sync – All activity mirrored in Zoho CRM and secure Catalyst tables

Conclusion

This custom-built contractor portal transforms day-to-day operations by automating attendance, task management, billing, and document handling. With deep integration across the Zoho stack and a responsive React UI, it empowers coordinators, contractors, and applicators to work in sync ensuring timely completion of tasks, streamlined billing, and regulatory compliance through document verification.