Overview
Every Track3D project follows a structured lifecycle from creation through deletion. This ensures billing alignment, system consistency, and controlled data retention.
A project moves through five phases:
Before Start Date
Active
Approaching Duration End
Archived
Deleted
Phase 1: Before Start Date
This phase begins once a project is created and approved.
During this phase, system behavior depends on how far the current date is from the Start Date.
Setup Window Logic
Setup Start Date = Start Date − 30 days
This window is automatically calculated by the system.
There are three possible access states:
State 1 — Restricted
When it applies:
Current date is more than 30 days before the Start Date.
Access limitations:
Only the Project Overview page is accessible
All other pages are hidden
Captures and uploads are not permitted on web, iPad, or mobile
Users remain in this state until the Setup Start Date is reached.
State 2 — Setup Window Active
When it applies:
Within 30 days before the Start Date.
Allowed actions:
Upload sheets
Configure progress categories
Create takeoffs
Manage team access
Restricted actions:
Progress marking
Captures
Drone/laser/360 uploads (Web & Mobile)
Disabled buttons will display the tooltip:
“{Action} available only after project reaches the start date.”
Users remain in this state until the Start Date.
State 3 — Full Access
When it applies:
On or after the Start Date.
Access level:
Full platform access
No restrictions
If a project is first accessed on or after the Start Date, users automatically enter Full Access.
Phase 2: Active
Active Period = Start Date to End Date
The End Date is calculated as:
Start Date + Duration (in months)
During this phase:
All features are fully enabled
Users can capture, upload, mark progress, and manage project data
Phase 3: Approaching Duration End
As the End Date approaches:
Users receive notifications 30 days before archival
Users receive notifications 7 days before archival
A one-time in-app banner displays:
“This project end date is near and will get auto-archived on {end_date}. Reach out to Support to extend or prevent archival.”
Phase 4: Archived
On the End Date:
The project automatically transitions to Archived
The project becomes read-only
A 1-year retention period begins
Users can:
View data
Download information
Users cannot:
Upload captures
Modify project content
Add progress
Phase 5: Deleted
After 1 year in Archived state:
The project is permanently deleted
It is removed from user access
Data cannot be recovered
Required Project Fields Explained
Every Track3D project requires three mandatory fields before submission or activation.
These fields can only be modified by authorized internal emails (same permissions as project intent changes)
1. Start Date
The official date when project work begins.
Controls capture permissions
Anchors setup window calculation
Determines archival timeline
Captures and uploads are blocked on all devices before this date.
2. Duration (New Field)
The intended project length in months.
Used to calculate:
End Date = Start Date + Duration
The End Date determines when automatic archival occurs.
3. Project Value
The contract or monetary value of the project.
Used for:
Billing alignment
Internal reporting
Commercial tracking
Setup Window – What You Can and Cannot Do
What is the Setup Window?
A 30-day period before the Start Date that allows project configuration without permitting captures.
Setup Start Date = Start Date − 30 days
What You CAN Do During Setup Window
Upload drawings/sheets
Configure progress categories
Create takeoffs
Add/remove team members
Manage settings
What You CANNOT Do During Setup Window
Capture site data
Upload drone/laser/360 imagery
Mark progress in viewer
Buttons will be disabled with a tooltip explaining the restriction.
Updating Start Date, Duration, or Project Value
Once a project becomes active:
Users cannot directly edit:
Start Date
Duration
Project Value
If updates are required:
Contact Support via Intercom or email
Provide justification for change
Support will review and update if approved
This ensures:
Billing accuracy
Audit consistency
Controlled lifecycle management
Archival & Deletion Policy
When Does Archival Happen?
On the calculated End Date.
Users receive:
Email at 30 days before archival
Email at 7 days before archival
In-app notification
What Happens After Archival?
Project becomes read-only
1-year retention countdown begins
When Is a Project Deleted?
Exactly 1 year after archival.
Deletion is:
Automatic
Permanent
Non-recoverable
If you experience any issues, please contact Track3D support at [email protected] for further assistance.