Work on a construction site needs to keep moving. At the same time, working hours, completed tasks, mileage and repairs must be documented reliably. When several teams are working at different locations, the paperwork can quickly add up.
Gala-Tiefbau Umicevic, based in Lingen, deals with this challenge every day. The company works in fibre-optic infrastructure as well as gardening and landscaping. Its employees work on site and speak a range of native languages. The team therefore needed a documentation solution that was easy to use in the field and reduced the administrative workload in the office.
Completing forms where the work takes place
With Formtastic, the teams enter information directly in the app. There is no need to write everything down on paper first and transfer it to the office later. The required reports are created at the job site, where working hours, vehicle use and any damage can be recorded most accurately.
Gala-Tiefbau Umicevic uses a variety of digital templates. Five of them play a particularly important role in day-to-day operations:
- Time tracking
- Construction report
- Detailed site report
- Daily vehicle log
- Repair report
These templates cover key recurring processes. Time tracking records the hours worked, while the construction report documents the individual job. The more detailed site report also records who worked on site, how many hours they worked and which tools and machines were used.
The daily vehicle log shows which company vehicle was used and how many kilometres were driven. Repairs can be documented with photos, making them easier to track and review.
Multilingual forms for international teams
Language is a central part of the solution. In addition to German, each template is available in Serbian, Croatian, Macedonian, Albanian and Romanian. Employees can therefore complete the relevant form in the language they feel most comfortable using.
This does more than make the forms easier to complete. Clear and understandable questions also help to avoid misunderstandings and unnecessary follow-up queries. At the same time, the structure of the information collected remains consistent, regardless of which language version an employee uses.
For teams working outdoors and at changing locations every day, this is a practical advantage: digital documentation adapts to the people using it and is not made unnecessarily complicated by language barriers.
Less paperwork, less translation
Information from the different sites comes together in the office. In the past, handwritten notes first had to be assigned, read and, in some cases, translated. Missing information led to follow-up questions, and photo documentation was sometimes kept separately from the related process.
With digital forms, the information is recorded in an organised way from the outset. Working hours, site data, vehicle use and repair photos are structured and ready for further processing. This saves many small administrative steps, especially in regularly recurring workflows.
Office Manager Dejan Ristic
The Office Manager at Gala-Tiefbau Umicevic describes the benefits as follows:
“Whether on a construction site or during fibre-optic installation, our multilingual teams record working hours and documentation directly on site using the app. Thanks to Formtastic’s language feature, every employee can work in their native language—saving our office a great deal of paperwork and translation stress.”
A digital solution designed for everyday site work
Introducing digital forms does not mean reorganising every process at once. The company deliberately digitalised the recurring processes that involve both employees on site and the office team.
The result is a consistent workflow: teams document their work directly at the job site, in their preferred language and with the appropriate template. The office receives the information in a clear and standardised format.
This example shows how digital and multilingual forms can improve collaboration between job sites and administration in a practical way—without complicated workarounds or additional paperwork.