EROS Elevators - Hierarchical Task Management System

About EROS Elevators

Established in 1947, EROS Elevators is the pioneer of the Indian Elevator Industry with over 70 years of legacy in vertical transportation. Headquartered in Mumbai with branches across Pune, Nashik, Bangalore, Ahmedabad, Surat, Rajkot, Vapi, and Daman, EROS manufactures, installs, maintains, and modernizes a wide range of elevators including Gearless Machine Room-less Elevators for Passenger, Hospital, Home, Automobile, and Freight environments. Known for high-quality products and premium services, EROS continues to be a trusted name in the industry.

The Challenge

A legacy organization with 70+ years of traditional operations faced modern challenges in task management and team collaboration across multiple locations and departments.

The Core Problem:

Hierarchy Not Respected: Generic task management tools like Asana, Trello, or Monday.com treated everyone equally. EROS needed hierarchical task assignment matching their organizational structure - managers assigning to team leaders, who assign to team members. Approval workflows based on reporting hierarchy. Task visibility based on organizational levels.

No Accountability System: No systematic tracking of task completion vs. missed deadlines. Management had no visibility into who was performing and who wasn’t. Missed tasks went unnoticed until they became critical issues. No automated alerts for overdue tasks to concerned managers.

Manual Recurring Tasks: Repetitive tasks like monthly reports, weekly inspections, or daily checklists required manual creation every time. Installation and maintenance schedules needed constant manual tracking. Compliance tasks forgotten without automated reminders.

Scattered Communication: Task updates via WhatsApp, emails, and phone calls. Important announcements lost in message threads. No centralized system for company-wide communications. Birthday wishes and celebrations handled informally.

Zero Analytics: Management had no data-driven insights into team performance. Which departments performing well vs struggling was guesswork. Task completion rates, average completion time unknown. Resource allocation based on assumptions rather than data.

Multi-Location Coordination: Remote teams across 8+ cities with poor coordination. Field engineers, office staff, and management disconnected. No unified system accessible from anywhere.

Our Solution

We built a comprehensive task management system specifically designed for EROS’s hierarchical structure and operational needs - combining mobile app (Android), PWA (iOS), and powerful admin dashboard with intelligent automation.

Web Dashboard Showcase

Mobile App Showcase

What We Built

Hierarchical Task Assignment System

Built respecting organizational hierarchy rather than forcing flat structure of generic tools.

Organization Structure Mapping: Complete organizational hierarchy defined in system - departments, teams, and reporting relationships. Manager-subordinate relationships preserved. Role-based access ensuring people see only relevant tasks. Department-wise task segregation (Logistics, Audit, Safety, Operations, Quality Control, Service, Installation).

Smart Task Assignment: Managers assign tasks to their direct reports only. Team leaders can further delegate to team members. Task visibility cascades - seniors see all subordinate tasks. Task creators track progress without micromanaging. Cross-department task assignment with proper approvals.

Assignment Workflow: Select assignee from team hierarchy. Set priority level (High, Medium, Low). Define deadline with time. Add detailed description and attachments. Optional: Set recurring pattern for repeated tasks.

Task Acceptance & Progress: Assignees receive push notifications instantly. Accept or reject tasks with reason. Update task status (New, In Progress, On Hold, Completed). Add progress comments for transparency. Request deadline extension with justification.

Automated Task Creation with CRON Jobs

Eliminated repetitive manual task creation through intelligent automation.

Recurring Task Patterns: Daily tasks - safety checks, attendance reports, site visits. Weekly tasks - team meetings, progress reviews, equipment inspections. Monthly tasks - performance reports, inventory audits, compliance documentation. Custom patterns - every 3 days, bi-weekly, quarterly.

CRON-Based Automation: System automatically creates tasks based on schedule. Tasks assigned to designated person/role without manual intervention. Deadline auto-calculated based on task type. Past completed tasks used as templates maintaining consistency.

Smart Scheduling: Tasks created at optimal times (not midnight, but start of business day). Consider holidays and weekends for deadline calculation. Adjust for location-specific working hours across branches. Skip task creation if prerequisite tasks incomplete.

Template Management: Admin defines task templates with descriptions and checklists. Templates linked to specific roles or departments. Modification of templates updates future tasks, not historical.

Intelligent Notification System

Keeping everyone informed without overwhelming them.

Real-Time Alerts: Task assigned - notification to assignee immediately. Task status changed - notify task creator and manager. Comment added - alert relevant stakeholders. Task deadline approaching - reminder 24 hours before. Task overdue - escalation to reporting manager.

Smart Grouping: Digest notifications for bulk updates rather than spamming. Critical tasks get immediate alerts vs batched updates. User preference settings for notification frequency. Do-not-disturb hours respecting work-life balance.

Multi-Channel Delivery: In-app push notifications for immediate attention. Email notifications for detailed information. Daily summary emails to managers. SMS for critical urgent tasks.

Missed Task Tracking & Accountability

Systematic tracking and escalation ensuring nothing falls through cracks.

Automatic Detection: System continuously monitors task deadlines. Tasks not completed by deadline automatically flagged as “Missed.” Severity calculated based on priority and delay duration. Historical pattern recognition identifying chronic issues.

Escalation Workflow: Missed task immediately notifies assignee. If not completed within grace period, alert direct manager. Continued delay escalates to department head. Critical tasks escalate to senior management.

Accountability Reports: Individual missed task reports showing personal performance. Team-wise missed task summary for managers. Department comparison identifying problem areas. Trend analysis showing improvement or deterioration over time.

Automatic Recovery: System suggests deadline extensions based on task complexity. Option to reassign if assignee overloaded. Break down large delayed tasks into smaller manageable ones.

Comprehensive Admin Dashboard

Management control center with powerful analytics and reporting.

Real-Time Overview: Total tasks - pending, in progress, completed today. Overdue tasks requiring immediate attention. Department-wise workload distribution. Today’s critical deadlines. Active users online now.

Task Management: View all tasks across organization with filters. Search by assignee, department, priority, or status. Bulk actions - reassign, extend deadlines, mark complete. Task templates management. CRON job scheduling and monitoring.

Team Management: User directory with roles and departments. Hierarchy visualization showing reporting structure. Performance metrics per employee. Workload balancing - identify overloaded vs underutilized team members. Department-wise team composition.

Advanced Analytics: Task completion rate by department and individual. Average task completion time analysis. Priority-wise task distribution. Most delayed tasks identification. Peak workload periods analysis. Employee productivity trends over time. Department performance comparison.

Report Generation: Completed tasks report with date range filter. Missed tasks list with responsible persons. Actively performing users leaderboard. Department-wise progress reports. Exportable reports in Excel/PDF format. Scheduled reports sent automatically.

Automated Daily Reporting

Daily intelligence delivered to management inbox every morning.

Morning Summary Email: Previous day’s task completion summary. Missed tasks with assignee details. Top performers and productivity highlights. Tasks approaching deadline today. Department-wise status overview. Critical issues requiring management attention.

Customized Reports: Executives receive organization-wide summary. Department heads receive department-specific reports. Team leads get team performance details. Report format and frequency configurable per recipient.

Notification Emails: Real-time email to manager when team member misses deadline. Escalation emails for critically delayed tasks. Weekly rollup for long-term trend visibility. Monthly performance reports for reviews.

Employee Engagement Features

Beyond tasks - building community and workplace culture.

Birthday Celebrations: Automatic birthday notifications for colleagues. Personalized birthday wishes on feed. Team celebration reminders to managers. Birthday person visibility on dashboard. Wish via WhatsApp directly from app.

Company Announcements: Official announcements from management broadcast instantly. Rich media support - images, documents, videos. Priority announcements pinned at top. Read receipts showing who viewed. Department-specific announcements for relevant info only.

News Feed: Company achievements and milestones shared. New joiner welcomes building community. Project completion celebrations. Industry news and updates. Photo galleries from company events.

Colleague Directory: Complete employee directory with photos. Contact information - phone, email, department. WhatsApp integration for direct messaging. Organizational hierarchy browser. Search and filter capabilities.

Platform-Specific Features

Android Native App: Built with Flutter for optimal performance. Offline task access with background sync. Camera integration for task photo attachments. Native push notifications. Material Design following Android guidelines. Biometric authentication for security.

iOS Progressive Web App (PWA): Web app installable on iOS home screen. App-like experience without App Store dependency. Responsive design optimized for all iPhone models. Push notifications via web standards. Automatic updates without manual downloads. Offline functionality with service workers.

Cross-Platform Sync: Real-time synchronization across Android, iOS, and web. Seamless experience switching between devices. Notifications delivered to all user devices. Data consistency maintained across platforms.

Technical Architecture

Backend Infrastructure: Node.js REST API handling business logic and automation. PocketBase providing real-time database with built-in authentication. CRON scheduler running on Node.js for automated task creation. Firebase Cloud Functions for serverless notification processing. WebSocket connections for real-time updates.

Database: PocketBase for structured task and user data. Real-time subscriptions for live dashboard updates. Automatic conflict resolution for offline edits. Efficient indexing for fast queries on large datasets. Backup and restore mechanisms.

Mobile Development: Flutter framework for native Android app. Single codebase with platform-specific optimizations. State management using Provider/Riverpod. Local storage with Hive for offline capability. Background services for notification handling.

PWA for iOS: Progressive Web App leveraging modern web standards. Service workers for offline functionality. Web App Manifest for home screen installation. Responsive design with iOS-specific UI adaptations. IndexedDB for local data storage.

Notification System: Firebase Cloud Messaging (FCM) for Android push notifications. Web Push for iOS PWA notifications. Email delivery via SendGrid/AWS SES. SMS gateway integration for critical alerts. Smart batching preventing notification spam.

Admin Dashboard: Web-based dashboard built with modern frontend framework. Real-time data visualization with charts and graphs. Excel export functionality for reports. Responsive design accessible on all devices.

CRON Automation: Scheduled jobs running on Node.js backend. Flexible scheduling supporting all patterns (daily, weekly, monthly, custom). Error handling and retry logic for failed job execution. Audit logs for all automated actions. Manual trigger capability for testing.

Security: JWT-based authentication with refresh tokens. Role-based access control at API level. Encryption for sensitive data. Audit trails for compliance. Rate limiting preventing abuse.

Technology Stack

Flutter

Node.js

PocketBase

Firebase

PWA

The Business Impact

Task Completion Improvement: On-time task completion increased from 60% to 85%. Missed tasks reduced by 70% through automated reminders. Average task completion time reduced 40%. Overdue escalations ensuring nothing ignored.

Accountability & Transparency: 100% task tracking with complete audit trail. Clear visibility into individual and team performance. Objective performance data for appraisals. Reduced disputes over task assignments and completions.

Time Savings: 90% reduction in manual task creation through automation. Managers save 10+ hours weekly previously spent tracking tasks. Daily automated reports eliminating manual compilation. Instant task assignment vs email/WhatsApp coordination.

Management Visibility: Real-time dashboard showing organizational health. Department-wise performance comparison enabling targeted improvements. Early identification of bottlenecks and resource needs. Data-driven decision making replacing assumptions.

Employee Engagement: Birthday celebrations creating positive workplace culture. Company announcements reaching everyone consistently. Colleague directory improving cross-department collaboration. Recognition through performance leaderboards.

Operational Efficiency: Recurring tasks never missed with CRON automation. Field teams coordinated seamlessly across 8+ locations. Installation and maintenance schedules systematically tracked. Compliance tasks completed on time automatically.

Cross-Location Coordination: Remote teams stay connected through unified platform. Branch managers have local and organizational visibility. Centralized communication reducing information silos. Consistent processes across all locations.

What Made It Successful

1. Hierarchy-First Design: Built specifically for hierarchical organizations rather than adapting flat-structure tools. Task assignment, visibility, and escalation following organizational reporting structure.

2. Intelligent Automation: CRON-based task creation eliminating repetitive manual work. Automated notifications and escalations ensuring accountability. Daily automated reports keeping management informed.

3. Comprehensive Analytics: Powerful reporting giving management actionable insights. Individual, team, and department-level performance visibility. Identifying top performers and areas needing support.

4. Employee-Centric Features: Beyond pure task management - birthdays, announcements, colleague directory. Building workplace culture alongside productivity. Making app something employees want to use daily.

5. Platform Flexibility: Native Android app for optimal experience. PWA for iOS avoiding App Store complexities. Web dashboard for management and desk workers. Seamless experience across all platforms.

6. Legacy Organization Understanding: Respecting 70-year-old organizational culture while introducing modern tools. Change management through intuitive design requiring minimal training. Gradual feature rollout ensuring smooth adoption.

Technical Challenges Overcome

Offline-First Architecture: Field engineers often work in areas without connectivity. Built robust offline capability with intelligent sync preventing data loss. Conflict resolution when multiple offline edits occur.

Real-Time at Scale: Maintaining real-time updates across 500+ users across locations. Efficient WebSocket management and smart subscription patterns. Database query optimization for dashboard performance.

CRON Reliability: Ensuring automated tasks create reliably without failure. Idempotency preventing duplicate task creation. Monitoring and alerting for failed jobs. Timezone handling across multiple locations.

Cross-Platform Consistency: Maintaining feature parity between Android app and iOS PWA. Ensuring seamless experience when users switch devices. Platform-specific optimizations without fragmenting user experience.

Hierarchical Permissions: Complex role-based access based on organizational hierarchy. Efficient permission checks not impacting performance. Dynamic visibility based on reporting relationships.

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Transform Your Organization’s Task Management

EROS Elevators’ digital transformation demonstrates our ability to build enterprise solutions respecting organizational culture while driving modernization. Whether you’re a manufacturing company, service organization, or any business with hierarchical structure needing better task management and accountability - we can build systems that fit your operations.

What We Can Build For You:

Task management systems, team collaboration platforms, automated workflow systems, field operations management, employee engagement platforms, performance analytics dashboards, recurring task automation, and custom project management solutions.

Let’s discuss your operational challenges and build task management that respects your structure while driving efficiency.