Manage Construction Projects with Tasks, Photo Reports, Telegram & Google Sheets — n8n Workflow

High complexity⏰ Scheduled100 nodes🏷️ Project Management👁 305 viewsby Artem Boiko

Overview

How it works This template helps project managers collect task updates and photo reports from field workers via Telegram and stores everything in a Google Sheet. It enables daily project reporting without paper or back-office overhead.

High-level flow:

Workers receive daily tasks via Telegram

They respond with photo reports

Bot auto-saves replies (photos + status) to a Google Sheet

The system tracks task completion, adds timestamps, and maintains report history

Set up steps 🕒 Estimated set

Nodes used

Google SheetsTelegramGoogle DriveCode

Workflow Preview

⏰ AUTOMATIC REMINDERS

Tasks:

Checks the task table every minute and sends reminders

Priorities:

- 🔴 High

- 🟡 Medium

⏰ AUTOMATIC REMINDERS PHOTO REPORTS

Photo journal:

Checks the table every minute and sends reminders to se

Logic:

- Checks the time of sending

- Generates a list of recip

🔧 SERVICE COMMANDS

Available commands:

- /start - system registration

- /help - work guide

- /status - report status for the day

- /report - manual report sending

👤 REGISTRATION BLOCK

Process of registering new executors:

1. Check registration - checks if user is in the databa

2. Request data - if new, requests name and company

3. Save to ta

🔄 PHOTO PROCESSING FLOW

1. User replies to reminder with photo

2. System extracts Task ID from reminder text

3. Photo is uploaded to Google Drive

4. Checks for existing entry in table

5. If entry

📸 PHOTO REPORT PROCESSING

Main functionality:

1. Data extraction - parsing Task ID from message

2. Upload to Drive - saving photo to Google Drive

3. Grouping - combining multiple

📍 GEOLOCATION PROCESSING

GPS Coordinates:

- Link to existing report

- Save coordinates and map link

- Update record in the table

📊 DATA STRUCTURE

Google Sheets Tables:

1. Users - data of registered users

2. Photo Reports - all photo reports

3. Tasks - list of tasks and their statuses

Key Fields:

⚠️ IMPORTANT NOTES

1. Task ID = Report ID - these are the same identifier

2. File Grouping - multiple photos can relate to one ta

3. Recurring Reminders - sent at specified intervals

🚀 ENTRY POINT

Telegram Webhook

Handles all incoming messages from users:

- Commands (/start, /help, /status, etc.)

- Photos for reports

- Text reports on tasks

📋 TEXT REPORT PROCESSING

Task Reports:

- Verify task owner

- Parse status (completed/partially/not completed)

- Update status in the tasks table

- Send confirmation to the executor

Are there messages to se…

Prepare Updates

Are there updates?

No messages

No updates

⚡

Check every minute - Photo

Get photo reports data

Find and form messages -…

Send to Telegram - Photo

Update status in table -…

⚡

Check every minute - Tasks

Get tasks

Find and form messages -…

Are there messages to se…

Send to Telegram - Tasks

Prepare updates - Tasks

Are there updates? - Tasks

Update status in table -…

No messages - Tasks

No updates - Tasks

Check register_user1

Read users sheet1

Check registration1

Check new user1

Generate welcome1

Check existing user1

⚡

Telegram Webhook - Recei…

Check send_message

Send message

Check check_status

Read data for status

Collect status from sheet

Generate status message

Check send_report_menu

Check manual_report

Request registration data1

Check read

Read sheet for read

Prepare read updates

Filter read summary

Filter valid read updates

Update read status in ta…

Send read confirmation

Form read response

Check no_reply error

Error message

Check complete_registrat…

Prepare data for recording

Record new executor

Confirm registration

Send message2

Group files by task

Merge lookup and grouped…

Merge for confirmation

Prepare confirmation

Check process_photo3

Extract photo data4

Check error2

Photo error message4

Get and download file4

Check file presence4

Upload to Google Drive4

Prepare data for writing5

Handle retrieval error4

Merge file streams2

Check existing task1

Does task exist?1

Prepare data for adding2

Update row in table2

Add to reports table1

Confirm photo receipt4

Prepare data for updating2

Send Received Confirmation

Check Task Owner1

Get Tasks for Check1

Check ID Match1

Check Process Report1

Extract Reports1

Update Task Status1

Format Confirmation1

Confirm Report Save1

Check Received1

Get Tasks for Reading1

Prepare Read Updates1

Filter Valid Read Updates1

Update Read in Table1

Check Command1

Send Command Response1

Check Action Type1

Send Report Form1

Find Task for GPS

Task Found?

Update GPS in Table

Confirm GPS Receipt

Error - Task Not Found

Check Process Location2

Extract Location Data1

Check Location Error1

Location Error Message1

Process incoming message1

100 nodes112 edges

How it Works

1
Trigger
The workflow starts with a scheduled trigger, running on a defined schedule.
2
Process
Data flows through 100 nodes, connecting code, cron, googledrive.
3
Output
The workflow completes its automation and delivers the result to the configured destination.

Node Details (100)

Google Sheets

googleSheets

Google Drive

googleDrive

Code

code

How to Import This Workflow

1Click Download JSON button on the right to save the workflow file.
2Open your n8n instance. Go to Workflows → New → Import from file.
3Select the downloaded manage-construction-projects-with-tasks-photo-reports-telegram-google-sheets file and click Import.
4Set up credentials for each service node (API keys, OAuth, etc.).
5Click Test Workflow to verify everything works, then activate it.

Or paste directly in n8n → Import from JSON:

{ "name": "Manage Construction Projects with Tasks, Photo Reports, Telegram & Google Sheets", "nodes": [...], ...}

Integrations

codecrongoogledrivegooglesheetsifmergetelegramtelegramtrigger

Get This Workflow

Download and import in one click

Download JSON View on n8n.io

Nodes100

Complexityhigh

Triggerscheduled

CategoryProject Management

Created by

Artem Boiko

@datadrivenconstruction

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