Bouygues UK

Automated conflict prevention eliminated overbooking of gate and hoist time slots entirely. The system automatically rejects non-compliant bookings before they even reach the logistics team, ensuring only valid data proceeds through the workflow. Real-time status updates give both users and logistics teams clear visibility — after submission, users can immediately see whether their booking is pending, approved, or automatically rejected for insufficient notice.

The 72-hour notice period is enforced automatically for both booking and withdrawing time slots, removing the need for manual compliance checking. Gate and hoist schedules are linked with built-in dependencies — only Gate 5 is available for Hoist 3, for example — and users cannot select incorrect combinations. Materials and sizes are restricted based on predefined parameters for each access point. The system is adaptable and can be replicated across sites with different configurations of gates, hoists, and material restrictions.

In complex construction projects, Bouygues UK faced specific logistics challenges that no existing solution on the market could accommodate. Confined spaces with restricted offloading bays and limited storage created constant coordination challenges. Depending on location, gates, and equipment, there were strict size and weight restrictions that varied by access point.

Synchronising gate and hoist schedules was difficult, with no mechanism to prevent double-booking of time slots or ensure approved bookings made slots unavailable to others. Without controlled data entry, bookings frequently contained errors that caused downstream problems for the logistics team. None of the existing logistics software could handle the specific combination of requirements: form-based data input with validation rules, 72-hour notice enforcement, connected gate and hoist schedules with dependencies, visual time slot availability, and approval and rejection workflows with visible booking statuses.

Helen and Liliana from the logistics side designed a complete custom booking system within Morta. Users book material deliveries and hoists through Morta forms, with the interface showing green slots for available and red slots for booked, allowing users to see current and future availability before submitting. Users must read and acknowledge relevant documentation before proceeding, and material types, sizes, and certification requirements are all controlled through preset validation rules.

If users try to bypass the 72-hour notice period, the system automatically rejects the submission before it reaches the logistics team — only valid data can proceed. The system integrates hoist and gate schedules with dependencies, so only specific gates are available for specific hoists and users cannot select incorrect combinations. The logistics team can see all pending and completed bookings, override automatic rejections for urgent cases, add comments, and download daily schedules. Users can withdraw bookings provided they meet the notice period, with the system dynamically displaying only eligible bookings for withdrawal. Power BI dashboards provide enhanced visualisation of booking patterns and site activity.

The implementation was a collaboration between Helen as data analyst and Liliana from the logistics side — Liliana provided the operational requirements, and Helen made them a reality in Morta. As one of the first data analysts within Bouygues UK, Helen brought a fresh perspective to construction site challenges.

The solution combines three technologies: Morta for data management, forms, and workflows; Power BI for visualisation and reporting; and automated webhooks for notifications and status updates. Helen designed the data schema with such care that the structure required no revision on first review. The system can be adapted for different site configurations with different gates, hoists, material restrictions, and notice periods, making it replicable across Bouygues UK’s project portfolio.