Construction software
How do you use Woub as an extension of Microsoft 365 for construction projects?
The revised drawing is in SharePoint. The agreement about it is in a phone conversation. The subcontractor is still looking at the old instruction. Even with Microsoft 365, handover between office and site may need attention. Below, read how to retain your existing Microsoft tools and determine whether Woub improves daily project coordination.
By: Floris Meulensteen
Direct answer
Use Woub alongside Microsoft 365 for daily project conversations and follow-up if these currently fall outside your shared workflow. Keep documents and tasks in their agreed workspace and record who processes changes. Teams also supports project communication and collaboration with external parties itself. Woub has separate documented file connections with OneDrive and SharePoint; these do not demonstrate synchronisation of Outlook email, Teams chats or Planner tasks.
AI illustration of coordination between project preparation and site teams; not a customer photo or product screen.
What roles do Outlook, Teams, SharePoint and Planner play?
Start with what Microsoft 365 already does well. Teams can support conversations, meetings and collaboration around files, including on mobile. Planner can assign tasks and show progress. Adding Woub only makes sense when a specific handover with your site crew or subcontractors is not working well enough.
Use this division of responsibilities as a starting point for one project. These are working agreements to test, rather than limitations on what Microsoft products can do.
Microsoft tool | What remains its role? | Where can Woub complement it? | Who processes the result? |
|---|---|---|---|
Outlook | Email and calendar, including correspondence with the client. | Discuss a relevant site agreement in the project chat so that it also reaches the site crew involved. | The project manager retains the original correspondence and confirms back what was decided. |
Teams | Project channels, chat, calling and meetings when that approach is used well. | Daily coordination with a project group that in practice works through separate phone calls and WhatsApp. | The project manager chooses one daily communication route for each group; the same discussion need not happen in both apps. |
SharePoint | Shared project documents and the management configured for them. | Connect questions about a drawing with the people involved and their follow-up action. | The person responsible for documents processes the approved revision in the agreed library. |
OneDrive | Individual working files, drafts and targeted sharing. | Connect discussion about a draft with the project, potentially using the separate file integration. | The creator oversees the draft; the person responsible for documents decides where the approved version goes. |
Planner | Tasks, people responsible and progress if Planner is the primary reference for these. | Develop an unexpected question on site into a clear agreement. | The designated task owner processes the confirmed change in Planner. Without a tested integration, this happens manually. |
Microsoft describes the functions of Outlook, collaboration with Teams, SharePoint and OneDrive and task management in Planner.
When is Microsoft 365 sufficient? If site managers and subcontractors find the right information, confirm agreements and complete actions there, there is little reason for an extra application for that process. First investigate why information is missed: missing access, unclear working agreements and unused functions each call for a different solution. For a more detailed assessment, read the comparison between Woub and Teams.
How does Woub help as a project-focused communication layer?
Woub mainly adds value when daily coordination stays outside the configured Microsoft environment: a spontaneous question, a photo from site or a phone call whose outcome a colleague needs to know. In the Woub project chat, you discuss it within the project. You can turn a message into a task with an owner and deadline.
A changed drawing: from question to confirmed site work
Suppose an installer discovers the position of a pipe penetration does not fit. The current drawing is in SharePoint, and the project preparation team manages internal actions in Planner. This example is illustrative, rather than a measured customer result.
The installer posts a photo and specific question in the agreed Woub project chat. They state the drawing number and revision and, where needed, share an accessible reference to the document.
The construction project coordinator and site manager discuss the solution. For a conversation through Woub, the summary can make the discussion available to relevant colleagues who were not on the call.
The person responsible checks the outcome: is the solution final, who needs to change something, and when? A possibility discussed must not be read as a site instruction.
The person responsible for documents processes the approved drawing. The task owner updates Planner; the project manager handles any formal confirmation to the client.
The project chat gets brief feedback with the current revision and site agreement. The installer confirms they can continue with it.
The benefit you investigate in such a trial is specific: can the installer find the right instruction, and does the office know whether the change has been processed? A conversation in Woub does not, by itself, change a SharePoint drawing or Planner task.
Calling and meetings each have their own route
At calling through Woub starts from within the project. Wouby AI supports transcription and summarising and automatically turns recognised commitments into tasks within supported communication. Check content, person responsible and deadline before acting on it. This does not describe automatic processing of ordinary phone calls outside Woub.
For a site meeting in person, you can record the live meeting with Woub and use the transcript, summary and actions for follow-up. Agree beforehand how you record and who may view the record.
Teams also offers AI support itself: Copilot can process key discussion points and recommend follow-up actions, depending on the licence and settings. For use both during and after a meeting, Microsoft describes a transcription requirement. If your Teams meetings already work well, keep that route and investigate only the handover to site teams. See the Microsoft explanation of Copilot in Teams meetings.
What does practice at Karel Kamp teach us?
In the public Karel Kamp customer case, construction project coordinator Roland Balk describes how colleagues sometimes call him in the office and sometimes Angelo on site. Roland can read a summary in project chat when he did not take part in the conversation himself. Subcontractors were also involved in project communication.
That is relevant alongside Microsoft 365: the colleague managing the document needs to know what was agreed on site. The case supports that information handover as a customer experience. It does not show a tested Microsoft 365 integration or savings applicable to every business.
When do you keep files in OneDrive/SharePoint?
Keep files in OneDrive or SharePoint when that environment is already the agreed place for storage, access and document management. Woub remains complementary to DMS, BIM, ERP, estimating and specialist scheduling. A project chat is not a replacement for your client's document process.
Also note where a Teams file is actually stored: files uploaded to a channel are in SharePoint; files shared in a chat are in OneDrive for Business. The same presentation in Teams therefore does not mean the same storage or sharing context. This distinction appears in Microsoft's explanation of file storage in Teams.
Two different routes are described for connecting with Woub. The conditions below come from guides consulted on 22 October 2026; have the setup for your own environment confirmed.
OneDrive: project number, folder name and synchronisation interval
De Woub OneDrive guide describes selecting a main folder and linking through project name and project number, or creating project folders automatically. A project number is mandatory. The documentation mentions automatic synchronisation every 30 minutes and warns that moving a linked folder may disrupt synchronisation.
Make that a working agreement: this guide does not guarantee a file just changed is immediately available everywhere. For an urgent site change, check the revision and accessibility before anyone starts work. Requesting and configuring the integration are part of that preparation.
SharePoint: decide the destination first
De Woub SharePoint guide describes activation with subscription costs, signing in and selecting a site and empty main folder. According to the guide, you cannot change that main folder afterwards. The initial upload concerns files from active projects within the configured date selection and may take up to a day.
The documentation then describes new Woub files going to SharePoint, project files from SharePoint being visible in Woub, and renaming or deleting from Woub being passed on. That calls for agreements about who may manage files. Do not assume an existing populated project library fits this route without changes.
Before activation, have existing libraries, permissions and revision work assessed for compatibility. For the broader document choice, see the article on Woub alongside document management.
How do you work with external subcontractors?
Choose a communication route where the subcontractor can actually participate and open the required documents. Teams supports collaboration with external parties. Microsoft distinguishes external access for communication from guest access to join a team and use files, among other things. The right route depends on setup; see Microsoft's comparison of external access and guest access.
Woub describes on its chat page that external project participants can join free. That may be a reason to coordinate a mixed project group through Woub. It does not prove those participants also have access to your SharePoint documents. Test communication and document access separately, using the subcontractor's real account.
Keep implementation small and specific. Choose one project, a site manager, a construction project coordinator and a subcontractor. Have everyone post a question with a photo, find an agreement and confirm an action. Agree which separate WhatsApp group or daily email round this replaces. Without such an agreement, Woub can easily remain an extra channel.
The same applies to tasks. If you retain Planner, the task owner records the confirmed action there. If you manage a clearly defined site action in Woub, do not habitually create a second active task for it in Planner. Several lists can coexist if responsibilities differ; maintaining the same action twice needs extra management.
Include the current Woub licences, any integration costs and time for setup and guidance in your assessment. Compare these with what your team actually spends less time searching for, retyping or chasing by phone during the trial. An existing Microsoft licence is a good reason to use available capabilities first.
Which integrations must not be assumed?
A Woub file integration with OneDrive or SharePoint does not prove that Outlook email, Teams chats, Teams recordings, calendars or Planner tasks are automatically exchanged. Keep three situations separate: working alongside each other with an agreed handover, using a documented file integration, and investigating additional automation. Every extra data flow needs separate evidence of functionality.
Before implementation, run a short trial with the change from the drawing example:
File: does it appear in the right project with the intended revision? Check both directions insofar as they form part of the chosen integration.
Change: what happens on renaming, deleting and archiving? Use trial files and have the administrator check the outcome.
Access: can the subcontractor open the intended document without unintentionally gaining access to other information?
Connection: who notices if the integration stops, and who repairs it? The SharePoint guide describes signing in again after a broken connection.
Follow-up: who updates the action in Planner or another primary system, and who confirms to the site team that the change has been processed?
You can assess Woub for project communication before activating an integration. Deliberately agree who performs the necessary handover. Only choose an integration once it is clear which work it removes and which management it creates in return.
Try free for 14 days and test with one project whether the route from question to confirmed site work works better for your team.
Frequently asked questions
Is Woub needed if we already use Teams and Planner well?
Not automatically. If office teams, site teams and subcontractors find information, confirm agreements and follow up actions there, Microsoft 365 may be sufficient. Investigate Woub for a specific process that remains outside that workflow, such as separate phone calls about changes to site work.
Do Woub tasks automatically go to Microsoft Planner?
The OneDrive and SharePoint guides examined describe file connections. They do not show synchronisation with Planner. Appoint someone to process the confirmed action in Planner unless you have had a separate working connection demonstrated for your workspace.
Is the OneDrive connection the same as the SharePoint connection?
No. The documentation describes different setups and behaviour. OneDrive mentions project numbers, folder names and synchronisation every 30 minutes. SharePoint mentions an empty main folder that cannot subsequently be changed and an initial upload selection, among other things. Assess both routes for your own document process.
Can a subcontractor immediately open our SharePoint files through Woub?
Participation in a Woub project does not prove that the subcontractor can open the intended SharePoint files. That depends on the sharing route and setup chosen. Use their own account to check which documents are visible and whether other project information remains restricted.
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