N8n Project Management Agent Skill
Build a complete project management system with Telegram bot, task distribution, and photo reports using n8n. Based on DDC Project Management repository.
Install
one command, takes just this skill from the repositorynpx skills add https://github.com/datadrivenconstruction/DDC_Skills_for_AI_Agents_in_Construction --skill n8n-project-managementThe instruction itself
27 sections, as written by the authorn8n Project Management System for Construction
Build a universal task management and reporting system for construction projects using n8n automation, Telegram bot, and Google Sheets.
Business Case
Problem: Construction managers spend 2-3 hours daily on:
- Distributing tasks to foremen and workers
- Collecting progress updates via calls/messages
- Compiling photo documentation
- Tracking task completion status
Solution: Automated system that:
- Sends task reminders via Telegram at scheduled times
- Collects status reports (text + photos + GPS)
- Auto-saves all data to Google Sheets
- Provides real-time visibility to managers
ROI: 70% reduction in administrative time for task management
Source Repository
https://github.com/datadrivenconstruction/Project-management-n8n-with-task-management-and-photo-reports
System Architecture
┌──────────────────────────────────────────────────────────────────────┐
│ PROJECT MANAGEMENT SYSTEM │
├──────────────────────────────────────────────────────────────────────┤
│ │
│ MANAGER WORKER │
│ ┌─────────────┐ ┌─────────────┐ │
│ │ Google │ │ Telegram │ │
│ │ Sheets │ │ Bot │ │
│ │ │ │ │ │
│ │ • Tasks │ n8n │ • /start │ │
│ │ • Schedule │◄──Workflow──────►│ • Tasks │ │
│ │ • Reports │ │ • Photos │ │
│ │ • Photos │ │ • GPS │ │
│ └─────────────┘ └─────────────┘ │
│ │ │ │
│ ▼ ▼ │
│ ┌─────────────┐ ┌─────────────┐ │
│ │ Dashboard │ │ Google │ │
│ │ View │ │ Drive │ │
│ │ │ │ (Photos) │ │
│ └─────────────┘ └─────────────┘ │
│ │
└──────────────────────────────────────────────────────────────────────┘
Implementation Guide
Step 1: Create Telegram Bot
# 1. Open @BotFather in Telegram
# 2. Send /newbot
# 3. Name: "YourProject Tasks Bot"
# 4. Username: "YourProjectTasks_bot"
# 5. Save the token: 123456789:ABCdefGHIjklMNOpqrsTUVwxyz
# Test bot connection
import requests
BOT_TOKEN = "YOUR_BOT_TOKEN"
response = requests.get(f"https://api.telegram.org/bot{BOT_TOKEN}/getMe")
print(response.json())
# Expected: {"ok": true, "result": {"id": ..., "first_name": "YourProject Tasks Bot"}}
Step 2: Setup Google Sheets
Create spreadsheet with these sheets:
Sheet 1: Tasks
| Column | Type | Description |
|--------|------|-------------|
| Task_ID | Text | Unique identifier (TASK-001) |
| Project | Text | Project name |
| Object | Text | Building/area |
| Section | Text | Floor/zone |
| Task | Text | Task description |
| Executor | Text | Assigned worker name |
| Executor_ID | Number | Telegram user ID |
| Date | Date | Due date (DD.MM.YYYY) |
| Send_Time | Time | Reminder time |
| Priority | Text | 🔴High / 🟡Medium / 🟢Low |
| Status | Text | Pending/Sent/Completed/Partial |
| Response | Text | Worker's response |
| Response_Time | DateTime | When responded |
| Photo_Link | URL | Google Drive link |
| GPS_Lat | Number | Latitude |
| GPS_Lon | Number | Longitude |
Sheet 2: Workers
| Column | Type | Description |
|--------|------|-------------|
| Name | Text | Worker full name |
| Role | Text | Foreman/Worker/Contractor |
| Telegram_ID | Number | User ID from /start |
| Phone | Text | Phone number |
| Registered | DateTime | Registration date |
Sheet 3: Photo Reports
| Column | Type | Description |
|--------|------|-------------|
| Report_ID | Text | Unique ID |
| Report_Type | Text | Daily/Safety/Quality |
| Executor | Text | Who should submit |
| Date | Date | Report date |
| Time | Time | Deadline |
| Status | Text | Pending/Submitted |
| Photo_Link | URL | Drive folder link |
| Comment | Text | Worker comment |
Step 3: Import n8n Workflow
// Core workflow structure (simplified)
{
"nodes": [
{
"name": "Telegram Trigger",
"type": "n8n-nodes-base.telegramTrigger",
"parameters": {
"updates": ["message", "callback_query"]
}
},
{
"name": "Route Messages",
"type": "n8n-nodes-base.switch",
"parameters": {
"rules": [
{"value": "/start"},
{"value": "/status"},
{"value": "/help"},
{"value": "text_reply"},
{"value": "photo"},
{"value": "location"}
]
}
},
{
"name": "Check Tasks Schedule",
"type": "n8n-nodes-base.cron",
"parameters": {
"cronExpression": "* * * * *"
}
},
{
"name": "Get Pending Tasks",
"type": "n8n-nodes-base.googleSheets",
"parameters": {
"operation": "readRows",
"sheetName": "Tasks",
"filters": {
"Status": "Pending",
"Send_Time": "now"
}
}
},
{
"name": "Send Task Reminder",
"type": "n8n-nodes-base.telegram",
"parameters": {
"operation": "sendMessage",
"chatId": "={{$json.Executor_ID}}",
"text": "📋 *Задача: {{$json.Task}}*\n📍 Объект: {{$json.Object}}\n⏰ Срок: {{$json.Date}}\n{{$json.Priority}}"
}
}
]
}
Step 4: Configure Webhook
# Set Telegram webhook to n8n
curl -X POST "https://api.telegram.org/bot${BOT_TOKEN}/setWebhook" \
-d "url=https://your-n8n-instance.com/webhook/telegram-project-manager"
# Verify webhook is set
curl "https://api.telegram.org/bot${BOT_TOKEN}/getWebhookInfo"
Worker Commands
Registration: /start
User: /start
Bot: 👋 Добро пожаловать в систему управления задачами!
Пожалуйста, укажите ваше имя:
User: Иван Петров
Bot: Выберите вашу роль:
[Прораб] [Рабочий] [Субподрядчик]
User: [Прораб]
Bot: ✅ Регистрация завершена!
Имя: Иван Петров
Роль: Прораб
ID: 123456789
Вы будете получать задачи автоматически.
Используйте /help для справки.
Receiving Task
Bot: 📋 *ЗАДАЧА #TASK-047*
━━━━━━━━━━━━━━━━━━━━━
📍 Объект: ЖК Солнечный, Корпус 2
🏗 Секция: 5 этаж, кв. 51-55
📝 Задача: Монтаж электропроводки
⏰ Срок: 24.01.2026
🔴 Приоритет: Высокий
━━━━━━━━━━━━━━━━━━━━━
Ответьте на это сообщение для отчета:
• Текст: статус + комментарий
• Фото: прикрепите фото работ
• GPS: отправьте геолокацию
Task Response
User: (reply to task message)
выполнено
Проводка смонтирована по всем квартирам, ждем приемку
Bot: ✅ Отчет принят!
━━━━━━━━━━━━━━━━━━━━━
📋 Задача: #TASK-047
📊 Статус: Выполнено
💬 Комментарий: Проводка смонтирована...
⏰ Время: 24.01.2026 14:35
━━━━━━━━━━━━━━━━━━━━━
Photo Report
User: (sends photo as reply to task)
[Photo of completed electrical work]
Caption: Монтаж завершен, готово к проверке
Bot: 📷 Фото получено и сохранено!
━━━━━━━━━━━━━━━━━━━━━
📋 Задача: #TASK-047
🔗 Фото: [Ссылка на Google Drive]
💬 Комментарий: Монтаж завершен...
⏰ Время: 24.01.2026 14:38
━━━━━━━━━━━━━━━━━━━━━
GPS Location
User: (sends location)
📍 [Location: 55.7558, 37.6173]
Bot: 📍 Геолокация получена!
━━━━━━━━━━━━━━━━━━━━━
📋 Задача: #TASK-047
🗺 Координаты: 55.7558, 37.6173
🔗 Карта: [Google Maps Link]
⏰ Время: 24.01.2026 14:40
━━━━━━━━━━━━━━━━━━━━━
Manager Dashboard
Google Sheets View
┌────────────────────────────────────────────────────────────────────────┐
│ TASK DASHBOARD 🔄 Auto-refresh │
├────────────────────────────────────────────────────────────────────────┤
│ │
│ TODAY'S SUMMARY │
│ ┌───────────┬───────────┬───────────┬───────────┐ │
│ │ Total: 24 │ ✅ Done:15│ ⏳ Pending:7│ ⚠️ Late:2│ │
│ └───────────┴───────────┴───────────┴───────────┘ │
│ │
│ TASK LIST Filter: [Today ▼]│
│ ┌──────────┬────────────┬──────────┬────────┬────────┬──────────────┐│
│ │ Task ID │ Task │ Worker │ Status │ Photo │ Response ││
│ ├──────────┼────────────┼──────────┼────────┼────────┼──────────────┤│
│ │ TASK-047 │ Электрика │ Петров │ ✅ │ 📷 3 │ Выполнено ││
│ │ TASK-048 │ Сантехника │ Иванов │ ⏳ │ - │ - ││
│ │ TASK-049 │ Штукатурка │ Сидоров │ ⚠️ │ 📷 1 │ Частично ││
│ └──────────┴────────────┴──────────┴────────┴────────┴──────────────┘│
│ │
└────────────────────────────────────────────────────────────────────────┘
Python Integration
import gspread
from oauth2client.service_account import ServiceAccountCredentials
import pandas as pd
from datetime import datetime, timedelta
class ProjectTaskManager:
"""Integration with n8n Project Management System"""
def __init__(self, credentials_path: str, spreadsheet_id: str):
scope = [
'https://spreadsheets.google.com/feeds',
'https://www.googleapis.com/auth/drive'
]
creds = ServiceAccountCredentials.from_json_keyfile_name(
credentials_path, scope
)
self.client = gspread.authorize(creds)
self.spreadsheet = self.client.open_by_key(spreadsheet_id)
def create_task(self, task: dict) -> str:
"""Create new task in system"""
tasks_sheet = self.spreadsheet.worksheet('Tasks')
# Generate task ID
all_tasks = tasks_sheet.get_all_records()
task_num = len(all_tasks) + 1
task_id = f"TASK-{task_num:04d}"
# Prepare row
row = [
task_id,
task.get('project', ''),
task.get('object', ''),
task.get('section', ''),
task.get('description', ''),
task.get('executor_name', ''),
task.get('executor_id', ''),
task.get('date', datetime.now().strftime('%d.%m.%Y')),
task.get('send_time', '09:00'),
task.get('priority', '🟡Medium'),
'Pending', # Status
'', # Response
'', # Response_Time
'', # Photo_Link
'', # GPS_Lat
'' # GPS_Lon
]
tasks_sheet.append_row(row)
return task_id
def create_bulk_tasks(self, tasks: list) -> list:
"""Create multiple tasks at once"""
task_ids = []
for task in tasks:
task_id = self.create_task(task)
task_ids.append(task_id)
return task_ids
def get_today_summary(self) -> dict:
"""Get summary of today's tasks"""
tasks_sheet = self.spreadsheet.worksheet('Tasks')
all_tasks = tasks_sheet.get_all_records()
today = datetime.now().strftime('%d.%m.%Y')
today_tasks = [t for t in all_tasks if t['Date'] == today]
return {
'total': len(today_tasks),
'completed': len([t for t in today_tasks if t['Status'] == 'Completed']),
'pending': len([t for t in today_tasks if t['Status'] == 'Pending']),
'partial': len([t for t in today_tasks if t['Status'] == 'Partial']),
'with_photos': len([t for t in today_tasks if t['Photo_Link']])
}
def get_worker_performance(self, worker_name: str, days: int = 30) -> dict:
"""Analyze worker performance over period"""
tasks_sheet = self.spreadsheet.worksheet('Tasks')
all_tasks = tasks_sheet.get_all_records()
cutoff_date = datetime.now() - timedelta(days=days)
worker_tasks = [
t for t in all_tasks
if t['Executor'] == worker_name
and datetime.strptime(t['Date'], '%d.%m.%Y') >= cutoff_date
]
if not worker_tasks:
return {'error': 'No tasks found'}
completed = len([t for t in worker_tasks if t['Status'] == 'Completed'])
total = len(worker_tasks)
return {
'worker': worker_name,
'period_days': days,
'total_tasks': total,
'completed': completed,
'completion_rate': round(completed / total * 100, 1),
'with_photos': len([t for t in worker_tasks if t['Photo_Link']]),
'with_gps': len([t for t in worker_tasks if t['GPS_Lat']])
}
# Usage Example
if __name__ == "__main__":
manager = ProjectTaskManager(
'credentials.json',
'your-spreadsheet-id'
)
# Create tasks for the week
weekly_tasks = [
{
'project': 'ЖК Солнечный',
'object': 'Корпус 2',
'section': '5 этаж',
'description': 'Монтаж электропроводки кв. 51-55',
'executor_name': 'Петров И.И.',
'executor_id': '123456789',
'date': '24.01.2026',
'send_time': '08:00',
'priority': '🔴High'
},
{
'project': 'ЖК Солнечный',
'object': 'Корпус 2',
'section': '5 этаж',
'description': 'Монтаж сантехники кв. 51-55',
'executor_name': 'Иванов А.П.',
'executor_id': '987654321',
'date': '25.01.2026',
'send_time': '08:00',
'priority': '🟡Medium'
}
]
task_ids = manager.create_bulk_tasks(weekly_tasks)
print(f"Created tasks: {task_ids}")
# Get summary
summary = manager.get_today_summary()
print(f"Today's summary: {summary}")
n8n Workflow Templates
Template 1: Morning Task Distribution
name: Morning Task Distribution
trigger:
type: cron
expression: "0 8 * * 1-6" # 8:00 AM, Mon-Sat
steps:
- get_today_tasks:
node: Google Sheets
operation: readRows
sheet: Tasks
filter: Date = TODAY(), Status = Pending
- group_by_worker:
node: Code
code: |
const grouped = {};
items.forEach(item => {
const worker = item.json.Executor_ID;
if (!grouped[worker]) grouped[worker] = [];
grouped[worker].push(item.json);
});
return Object.entries(grouped).map(([id, tasks]) => ({
worker_id: id,
tasks: tasks
}));
- send_task_list:
node: Telegram
operation: sendMessage
chatId: "={{$json.worker_id}}"
text: |
🌅 *Доброе утро! Ваши задачи на сегодня:*
{{#each tasks}}
━━━━━━━━━━━━━━━━━━━━━
{{priority}} *{{Task}}*
📍 {{Object}} / {{Section}}
⏰ Срок: {{Date}}
{{/each}}
Ответьте на каждую задачу по мере выполнения.
Template 2: Photo Report Collection
name: Scheduled Photo Reports
trigger:
type: cron
expression: "0 12,17 * * 1-6" # 12:00 and 17:00
steps:
- get_photo_reports:
node: Google Sheets
operation: readRows
sheet: Photo Reports
filter: Date = TODAY(), Status = Pending
- send_photo_request:
node: Telegram
operation: sendMessage
chatId: "={{$json.Executor_ID}}"
text: |
📷 *Требуется фото-отчет*
━━━━━━━━━━━━━━━━━━━━━
📋 Тип: {{$json.Report_Type}}
📍 Объект: {{$json.Object}}
⏰ Срок: {{$json.Time}}
Пожалуйста, отправьте фото с комментарием.
replyMarkup:
inline_keyboard:
- [{text: "📷 Отправить фото", callback_data: "photo_{{$json.Report_ID}}"}]
Template 3: End of Day Summary
name: End of Day Report
trigger:
type: cron
expression: "0 18 * * 1-6" # 18:00
steps:
- get_day_stats:
node: Google Sheets
operation: readRows
sheet: Tasks
filter: Date = TODAY()
- calculate_stats:
node: Code
code: |
const stats = {
total: items.length,
completed: items.filter(i => i.json.Status === 'Completed').length,
partial: items.filter(i => i.json.Status === 'Partial').length,
pending: items.filter(i => i.json.Status === 'Pending').length,
photos: items.filter(i => i.json.Photo_Link).length
};
stats.completion_rate = Math.round(stats.completed / stats.total * 100);
return [{ json: stats }];
- send_to_manager:
node: Telegram
operation: sendMessage
chatId: "MANAGER_CHAT_ID"
text: |
📊 *Итоги дня: {{$now.format('DD.MM.YYYY')}}*
━━━━━━━━━━━━━━━━━━━━━
📋 Всего задач: {{$json.total}}
✅ Выполнено: {{$json.completed}}
⏳ Частично: {{$json.partial}}
❌ Не выполнено: {{$json.pending}}
📷 Фото-отчетов: {{$json.photos}}
📈 Выполнение: {{$json.completion_rate}}%
[Открыть таблицу]({{SPREADSHEET_URL}})
Best Practices
Task Design
- Keep tasks atomic (1 task = 1 action)
- Include clear location (Object + Section)
- Set realistic deadlines
- Use priority wisely (not everything is 🔴High)
Photo Reports
- Request photos at milestones, not continuously
- Use Google Drive folders per project/date
- Include location verification (GPS)
- Set clear expectations (what should be in photo)
Worker Engagement
- Acknowledge all responses quickly
- Provide daily feedback
- Recognize high performers
- Keep bot messages concise
Resources
- Repository: https://github.com/datadrivenconstruction/Project-management-n8n-with-task-management-and-photo-reports
- Demo Bot: @ProjectManagementTasks_Bot
- Demo Sheet: Google Sheets Demo
- n8n Documentation: https://docs.n8n.io
*"Automation is not about replacing people, it's about freeing them to do what only people can do."*
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How to use it
Take datadrivenconstruction/n8n-project-management from the repository into ~/.claude/skills for personal
use, or into .claude/skills inside a project.
The agent identifies a skill by the name field in its header. Two skills with the
same name cannot sit side by side — one of them will be ignored.