Introduction

Process tracking software has become essential for modern businesses that seek to monitor workflows, track progress, and enhance operational efficiency. 

Whether you're managing client projects, internal operations, or cross-functional teams, having a structured system to monitor tasks and timelines is essential.

Without it, businesses risk delays, miscommunication, and missed deadlines, leading to reduced productivity and poor customer experiences.

Process tracking software provides real-time visibility into workflow status, helping teams identify bottlenecks, reassign tasks, and maintain momentum. Managers can use it to identify inefficiencies early, generate performance reports, and ensure that every step in the process remains aligned with business goals.

This is where Joget makes a significant impact.

Joget is a powerful, open-source low-code platform that enables anyone—from business users to IT teams—to build custom process tracking tools without heavy coding.

In this guide, we’ll walk you through how to create your custom process tracking system using Joget.

You’ll learn how to set up workflows, assign tasks, enable real-time status tracking, and implement alerts that keep your operations agile and efficient.

What Makes a Good Process Tracking Software Tool?

A reliable process tracking software solution should strike a balance between flexibility and functionality to meet diverse business requirements.

Effective process tracking software includes several core features that drive operational excellence.

• Workflow automation: Streamline repetitive tasks and ensure consistent execution
   
• Task assignment: Direct responsibilities to appropriate team members automatically
   
• Real-time status tracking: Monitor progress as it happens to identify bottlenecks
   
• Notifications and alerts: Keep stakeholders informed of significant developments
   
• Reporting and analytics: Generate insights from process data to drive improvements

The low-code approach is particularly well-suited for process tracking software development, as it enables quick adaptation to changing business needs while maintaining robust functionality.

Why Use Joget for Process Tracking Software?

Joget empowers you to build process tracking software with minimal technical barriers, giving you the control and confidence to create a solution that perfectly fits your needs. 

The Joget platform offers several advantages that make it particularly well-suited for creating process tracking software.

• Visual builder with a drag-and-drop interface: Design processes visually without coding, allowing users to map out complex workflows with the intuitive placement of elements.
   
• Built-in process management engine: Support for complex workflows and approvals, enabling seamless task assignments, notifications, and real-time status updates.
   
• Low-code + extensibility: Basic apps require no coding, but custom functionality can be added through plugins or scripts, allowing developers to enhance the solution as requirements change.
   
• Fast prototyping and deployment: Build working prototypes in days rather than months, facilitating quick iterations based on user feedback.
   
• Mobile responsiveness: Ensure your applications function seamlessly on various devices, allowing users to track processes on the go.
   
• Integration capabilities: Connect with existing systems and databases through REST APIs and other integration tools to streamline data flow and enhance functionality.
   
• User roles and permissions: Manage user access to ensure that individuals have the appropriate permissions based on their role in the process, promoting data security and compliance.
   
• Analytics and reporting: Utilize built-in analytics tools to track performance metrics, helping organizations make data-driven decisions based on real-time insights.
   
• Customizable dashboards: Create tailored dashboards to visualize data and process statuses at a glance, improving management oversight and operational efficiency. It's easy to map out complex workflows. 

Planning Your Process Tracking Software

Before diving into development, careful planning will ensure your process tracking software meets your organization's unique needs.

Begin by clearly defining your use case—whether it's HR requests, IT tickets, order management, or another workflow that requires real-time status tracking. 

Document all steps in your current process, including decision points and parallel activities, to ensure a comprehensive understanding of the process.

Key planning elements: 

• Identifying users and roles: Who will initiate, approve, execute, and monitor processes?
• Defining data requirements: What information needs to be captured at each step?
• Selecting metrics and KPIs: Which measurements will determine process effectiveness?
• Mapping the user journey: How will different stakeholders interact with the system? 

Taking time to plan thoroughly before building will result in process tracking software that truly meets your organization's needs.

Step-by-Step: Building Process Tracking Software using Joget

Creating effective process tracking software with Joget involves several interconnected steps that bring your workflow to life. 

Step 1: Set Up Your Joget Environment

Getting started with Joget is simple, whether on your server or using their hosted cloud platform.

Once you’ve selected your deployment method, you’ll need to complete a few essential setup steps before building.

• Install Joget Workflow on a server or choose Joget Cloud for an easy, managed experience.
   
• Ensure Java is installed and connect to a database, such as MySQL, PostgreSQL, Oracle, or SQL Server.
   
• Access the Joget App Center via browser after setup to begin building custom business applications.
   
• The platform provides a visual interface for app creation—no advanced coding skills required.
   
• Start creating workflows, forms, and processes tailored to your organization’s needs immediately.

Once set up, Joget empowers you to start building powerful business apps without writing complex code.

Step 2: Create a New App

Creating a new app in Joget is quick and beginner-friendly, thanks to the visual App Center.

You can either start from scratch or use Joget’s built-in App Generator to speed things up.

• Go to the App Center and click on the “Create New App” button to get started.
   
• Choose between the App Generator wizard or a blank slate, depending on your preferences.
   
• Enter a unique App ID, such as "process-tracker", to serve as the system identifier.
   
• Provide a clear, descriptive name so users instantly understand the app's function and purpose.
   
• The wizard creates a base structure—pages, forms, lists—which you can fully customize later.

This step lays the foundation for your custom process tracking system with minimal setup effort.

Step 3: Design Your Data Structure

Forms are the backbone of your process tracking system, capturing vital data at every stage of the workflow.

By designing well-structured forms, you ensure consistency, accuracy, and real-time insight across your entire process.

• Create individual forms for each step, like submission, review, approval, and final task completion.
   
• Use text fields for capturing comments, descriptions, or custom notes from users.
   
• Add dropdowns to standardize choices and simplify data input with predefined selections.
   
• Include date pickers to track deadlines, milestones, and task scheduling.
   
• Enable file uploads to attach documents, screenshots, or required compliance files directly.
   
• Add a status selector to track real-time progress across all stages of the process.

Linking these forms ensures seamless data flow from start to finish with fewer errors and delays.

Step 4: Build the Workflow

The workflow defines how tasks are assigned, decisions are made, and actions are automated within your system.

Joget’s visual Process Builder makes designing these flows intuitive, clear, and easy to modify later.

• Begin with a Start node that defines when and how a new process instance begins.
   
• Add Activity nodes to represent tasks that require user input or manual intervention.
   
• Insert Tool nodes to handle automated tasks, such as sending emails or updating data.
   
• Use Route nodes to branch the process flow based on form inputs or logic conditions.
   
• End the flow with an End node that confirms completion and records the final state.

Visual modeling helps ensure your workflow mirrors real-world processes while minimizing design and logic errors.

Step 5: Add User Roles and Permissions

Defining roles and permissions is crucial for maintaining data integrity and workflow security in your application.

Joget provides precise control over what each user can view, edit, or execute, based on their assigned responsibilities.

• Create roles such as requesters, approvers, and administrators to represent different user types in your workflow.
   
• Control form access—who can view, edit, or submit each form in the process.
   
• Set permissions for workflow participation to ensure only relevant users can perform specific tasks.
   
• Limit report visibility to ensure sensitive data is only visible to authorized stakeholders.
   
• Restrict system configuration tasks, such as user management, to trusted administrators only.

Role-based access controls protect data while keeping every user focused on what matters to their specific role.

Step 6: Create UI for End-Users

A clean, intuitive interface encourages users to engage with your process tracking software effectively and consistently.

Joget’s UI Builder lets you design interfaces visually—no advanced coding or frontend experience required.

• Build dashboards to display process metrics, KPIs, and status summaries at a glance, providing a clear view of key information.
   
• Create task lists that allow users to view and take action on their assigned responsibilities quickly.
   
• Add form listings for simple navigation and direct access to submitted or pending entries.
   
• Include process maps to offer a real-time visual representation of workflow progress.
   
• Embed quick action buttons to allow users to submit forms or trigger workflows with one click.

A thoughtful UI boosts adoption, efficiency, and transparency across every user role in your system.

Suggested Reading: 
Build Custom SLA Monitoring Software Using Joget

Step 7: Test Your App

Testing your app ensures stability, correct logic, and role-based security before going live.

Use diverse test cases to thoroughly validate every user interaction, data flow, and exception scenario.

• Submit forms using various valid and invalid data combinations to test field validations.
   
• Run complete workflow executions to verify transitions, task assignments, and outcomes.
   
• Check permissions by logging in as different roles and testing access to forms and tasks.
   
• Simulate edge cases, such as missing inputs, rejections, or skipped approvals.
   
• Test notification triggers to ensure emails, alerts, and automated messages are sent at the right time.

Comprehensive testing helps avoid post-deployment issues and boosts confidence in your solution’s reliability.

Step 8: Add Features for Better Tracking

Enhancing visibility and communication turns basic tracking into a powerful real-time process insight tool.

Utilize Joget’s flexibility to integrate features that foster awareness, action, and transparency across teams.

• Set up automatic notifications to alert users when tasks are assigned or deadlines near.
   
• Add visual indicators, such as traffic light colors, to indicate task urgency at a glance.
   
• Integrate with Slack, Teams, or email to streamline updates and notifications.
   
• Enable mobile access so users can track progress and approve tasks on the go.
   
• Generate analytics and charts to visualize performance trends and identify areas for improvement.

These features elevate user experience while providing clear insight into process health and progress.

Step 9: Deploy and Monitor

Successful deployment combines launch preparation with user onboarding and continuous performance monitoring.

Once ready, publish your app and train your users to ensure smooth adoption across departments.

• Finalize and publish your application to make it accessible to end-users.
   
• Conduct training sessions to guide users through forms, dashboards, and workflow actions.
   
• Use built-in tools to track app usage, monitor completion times, and detect drop-offs.
   
• Monitor system performance and bottlenecks using Joget’s admin dashboards.
   
• Generate audit trails for every activity to ensure transparency and compliance.

Organizations that invest in proper training report significantly higher adoption and smoother transition post-launch.

Common Mistakes to Avoid when Building Process Tracking Software Using Joget

Even with Joget’s intuitive low-code platform, certain pitfalls can compromise the success of your process tracking system. Avoiding these common mistakes ensures smoother deployment, better adoption, and higher performance.

• Skipping process mapping: Jumping into app creation without mapping your workflow often leads to confusion and rework.
   
• Overcomplicating forms: Including too many fields or poorly grouped inputs reduces user engagement and increases errors.
   
• Ignoring role-based access: Failing to set proper user permissions may expose sensitive data or block necessary actions.
   
• Not testing all paths: Many workflows fail when alternate routes (e.g., rejections, delays) aren’t tested thoroughly.
   
• Neglecting mobile users: In today’s mobile-first world, not enabling responsive or mobile-friendly views limits usability.
   
• Lack of user training: Deploying without onboarding sessions leads to underutilization and unnecessary support tickets.
   
• No performance monitoring: Without tracking system usage and bottlenecks, optimization opportunities are often missed.

Avoiding these mistakes will help ensure that your Joget-based tracking app is robust, scalable, and user-friendly from the outset.

Taking time to plan, test, and educate your users is key to long-term success with Joget.

Use Cases of Building Tracking Software with Joget

Building tracking software with Joget empowers teams to monitor workflows, approvals, and task statuses in real time, without coding delays. It's fast, scalable, and ideal for operations needing visibility and control.

1. HR Onboarding Automation — Powered by Joget & Relinns Technologies

• Problem: Manual onboarding overwhelmed HR teams, slowed new hire productivity, and led to inconsistent provisioning. Processes took days and involved repetitive, manual coordination with IT, admin, and compliance teams.
   
• Solution: Relinns Technologies implemented a Joget-based automated onboarding system. It included e-form checklists, document approvals, system access triggers, and real-time status tracking for new hire journeys.

Result:

• Reduced onboarding time from 4 days to under 1 day.
• HR hours cut from 20 to 12 per employee.
• Automated 95% of repetitive tasks across departments.
• Increased new hire productivity from day one by 30%.
• Improved onboarding satisfaction scores by 18%.

2. Financial Approval Workflows — Automated with Relinns & Joget

• Problem: Expense and invoice approvals lacked audit trails and were often delayed. Manual routing caused missed deadlines, financial control issues, and compliance risks.
   
• Solution: Relinns Technologies digitized financial approval flows in Joget. It added role-based access, real-time notifications, SLA tracking, and secure multi-stage approval workflows.

Result:

• Reduced average approval time from 5 days to 1 day.
• 80% faster processing during peak financial reporting periods.
• Real-time audit trails improved compliance during financial reviews.
• Cut manual data entry errors by 70% across finance.
• Boosted team satisfaction with transparent request visibility.

3. Customer Support Routing — Joget Automation by Relinns Technologies

• Problem: Customer tickets were routed manually, resulting in delayed responses and escalations. Inconsistent SLA adherence caused churn and low customer satisfaction scores.
   
• Solution: Relinns implemented a Joget-powered SLA-based ticketing system. Tickets are auto-routed by category and urgency, with escalation alerts and reporting dashboards.

Result:

• 45% faster ticket resolution across all customer segments.
• SLA compliance increased from 62% to 91% post-deployment.
• CSAT scores rose by 22% in 3 months.
• Cut average response time from 6 hours to 1 hour.
• Escalation rate dropped by 33%.

Suggested Reading: 
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4. IT Service Desk Automation — Streamlined by Relinns on Joget

• Problem: IT incidents were logged manually, resulting in inconsistent categorization and delays in assignment. High-resolution times impacted employee productivity and satisfaction with support.
   
• Solution: Relinns Technologies built an incident management workflow in Joget. It automated logging, triaging, assignment, and performance tracking through integration with IT monitoring tools.

Result:

• Mean resolution time dropped from 48 hours to 14.
• First-response SLAs met in 97% of critical cases.
• Reduced backlog tickets by 60% within 2 months.
• Auto-classified 85% of incidents via structured forms.
• Increased technician efficiency by 40%.

5. Contract Lifecycle Management — Joget Automation by Relinns

• Problem: Contract creation and renewal relied on email trails and spreadsheets. Missed deadlines led to compliance issues, legal exposure, and administrative overhead.
   
• Solution: Relinns utilized Joget to develop a contract lifecycle management system. It automated draft generation, stakeholder routing, renewal alerts, and clause-based conditional approvals.

Result:

• Contract turnaround time cut from 18 days to 5.
• 70% reduction in missed renewal deadlines year-over-year.
• Legal compliance rate improved from 80% to 97%.
• Saved $120K in penalties through timely renegotiations.
• Admin effort reduced by 55%.

Final Thoughts on Building Process Tracking Software with Joget for Real-Time Efficiency

Process Tracking Software built using Joget isn’t just a tool—it’s a business enabler. It empowers organizations to automate complex workflows, track operations in real time, and make faster, more accurate decisions with fewer errors. 

Whether you're managing HR approvals, finance workflows, or cross-functional service tickets, Joget’s low-code framework makes customization scalable and straightforward.

But technology alone isn’t enough. The success of your tracking system depends on how effectively it’s implemented—and that’s where Relinns Technologies makes the difference.

With a proven track record of delivering scalable Joget solutions across industries, Relinns Technologies helps you design, build, and deploy custom tracking systems that align with your goals and evolve with your needs.

Why Choose Relinns Technologies?

• 93% faster development cycles using Joget's visual low-code environment.
• 70% reduction in manual errors through workflow-driven process automation.
• 50% improvement in decision-making speed via real-time status tracking dashboards.
• Up to 80% lower implementation costs compared to traditional software builds.
• 95% client retention rate, thanks to ongoing support and scalable architecture.

In short, Relinns + Joget delivers the perfect balance of speed, customization, and impact. Don’t just track your processes—transform them.

Partner with Relinns Technologies and build smarter, faster, and more connected process tracking systems.

Frequently Asked Questions (FAQs)

What are the key industries that benefit most from process tracking software?

Industries like logistics, healthcare, finance, and manufacturing rely heavily on process tracking software to streamline approvals, reduce errors, and improve real-time status tracking for compliance and speed.

Can process tracking software integrate with existing ERP or CRM platforms?

Yes, most process tracking software tools—especially those built with low-code platforms like Joget—offer seamless integration with ERP, CRM, and HRMS systems via APIs, plugins, or connectors.

How does real-time status tracking improve team collaboration across departments?

Real-time status tracking boosts collaboration by reducing information silos, offering visibility into each task’s state, and ensuring accountability with automated alerts, especially in cross-functional workflows.

What should you look for in a vendor when outsourcing process tracking software development?

Choose a vendor with low-code platform experience, secure development practices, scalable architecture, and proven delivery across use cases like real-time status tracking and workflow automation, such as Relinns Technologies.

Is low-code process tracking software scalable for enterprise-level workflows?

Absolutely. Low-code tools like Joget are designed to scale from small internal processes to complex enterprise-grade workflows, supporting thousands of users and real-time data syncing across systems.

How does process tracking software support compliance and audit readiness?

It creates automatic logs of every workflow step, approval, and update. This audit trail enhances regulatory compliance, reduces risk, and ensures traceability of every action across real-time workflows.