> For the complete documentation index, see [llms.txt](https://help.aphex.co/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.aphex.co/docs/diary/getting-started.md). # Getting Started First time using Diary in Aphex? Start here. {% hint style="info" %} **Who can use this feature?** Any Project User with full Diary Access can set up a Diary. {% endhint %} A Diary is your project's daily log where team members capture what happened on-site - progress updates, weather conditions, resource usage, and any other information important to your project. Use Diaries to build a complete, time-stamped record of your work and stay connected across shifts and teams.

To get started, you'll create a new Diary and configure settings like who can contribute, what data to capture, and when Diary Entries should be completed. If your Diary has already been created, head to Creating a Diary Entry . ##

Create a Diary *** Start by creating a new Diary on your project. Once created, you'll configure the settings that determine how your team logs and reviews Diary Entries.

**To create and set up a Diary:** * Navigate to your Project and select the Diary section * Click

to create a new Diary * Select whether to

* If copying from an existing Diary, select which Diary to copy * If Starting from scratch, enter a name for your Diary (e.g., "Site Diary - North Tower") * Click

- your Diary is now ready to configure

Diary Creation Rules

* By default, the user who creates the Diary is automatically set as a Contributor * Settings apply only to the individual Diary; other Diaries on your project have independent configurations

Configure Diary Settings *** Once your Diary is created, open Diary Settings to configure shifts, contributors, routines, weather logging, entry steps, and custom data fields.

### Set a Default Shift *** Link the Diary to shifts so you don't repeat it for every Diary Entry.

**To configure Shifts:** * Navigate to the Diary Shifts section of your Diary Settings page * Enter the Diary Shift details: * Shift Name - Day, Afternoon, Night, or All * Shift Start - the time that shift begins * Shift End - the time that shift ends

Shift Rules

* Only one shift can be allocated per diary * Shift times can be edited on individual Diary Entries * Any change to the default Shift will not impact any historical entries

### Add Contributors & Reviewers *** Decide who can contribute to and review Diary Entries.

**To add Contributors:** * Navigate to the Contributors section of the Diary Settings * Click

* Search for and select the user you want to add **To assign a Reviewer:** * Navigate to the Contributors section of the Diary Settings * Locate the user you would like to make a reviewer * Click

and select

Contributor & Reviewer Roles and Permissions

* **Contributors** - users who can create Entries within the Diary and submit contributions to existing Entries * **Reviewers** - responsible for signing off on submitted Entries. When a contributor submits an Entry for review, the reviewer marks it as Reviewed, finalising the Entry as Locked **Permissions Matrix:**

Action	Contributor	Reviewer	Info
Manage Diary Settings & Access	true	true
Create Entries	true	true
Edit Entries That Others Create	true	true
Mark as Reviewed	true	true	If a Reviewer Submits a Diary Entry, the Entry will move straight to 'Locked'.
Lock Diary Entries	false	true	If there is no Reviewer assigned in the Diary settings, Contributors can lock the Diary
Unlock Diary Entries	false	true	If there is no Reviewer assigned in the Diary settings, Contributors can unlock and edit the Diary Entry

### Set the Diary Routine *** Routines set the days that Diary Entries are expected to be completed for a Diary, helping teams stay on top of their workflows and compliance. These drive completion percentage tracking and streak calculations on the Performance tab.

**To set the Diary Routine:** * Navigate to the Diary Routine section of the Diary Settings * Choose your routine type: * **Custom Weekly Routine:** * Select

* Choose a `Start` and `End` date * Select the days the diary entries should be completed * **Project Calendar:** * Select

* Choose a Calendar from the dropdown. * To create or edit a Project Calendar, see Managing Project Calendars * To enable Auto-Close, toggle on ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2Fi95XyOgpy7hzTLYWhvru%2FControl.svg?alt=media\&token=b4440363-6bc5-4836-8d65-19a701f9a308) `Auto-Close Diaries` . This will automatically close the entry 7 days after it was created. **To delete a Diary Routine:** * Navigate to the Diary Routine section of the Diary Settings * Locate the Diary Routine you wish to delete * Click

to delete the routine

Diary Routine Rules

* Create up to 10 routines per Diary * Only days marked as required in your Diary Routine count towards building or breaking your completion streak * Missing or not completing an entry on a required day breaks your streak * Routine drives the 30-Day Completion percentage shown on the Performance * Project Calendars can be created and edited from Project Settings **Auto-Close Diary Rules:** * If Auto-Close Diaries is toggled ![](https://2273109354-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FLu0mYklsCTm7XQm3ZGqv%2Fuploads%2Frg1G65TWZr3NBXqTh7Pl%2FTheme%3DLight%2C%20Size%3DRegular%2C%20State%3DOff%20-%20Disabled.svg?alt=media\&token=a69118fb-5da9-4d94-8981-472f2b8b717a) `off` , each Diary Entry must be closed manually * When Auto-Closed: * The Diary status changes to `Closed` * The Diary must be manually reopened to edit * The Diary remains in your history and can be viewed * Contributors receive a notification that the Diary has been closed

### Configure Weather Logging *** Weather Logging automatically records site weather conditions on your Diary Entries, giving you an accurate, time-stamped record without needing to check or note it manually.

**To set the Weather Logging Frequency:** * Navigate to the Weather Logging section of the Diary Settings * Click

* Select a time to automatically log Weather on your Diary **To set the Weather Logging Location:** * Navigate to the Weather Logging section of the Diary Settings * Search for the Weather location on the map * Select the location from the dropdown to confirm

Weather Logging Rules

* Weather is logged automatically at your selected frequency throughout the day * Weather data is time-stamped and stored with each Diary Entry * Internet connection is required to fetch current weather data from your configured locations * Weather data pulls from [OpenWeather](https://openweathermap.org/). This source cannot be changed. * Add up to 5 Weather Logging Frequencies and 2 Weather Logging Locations per Diary * Weather logging is optional and can be disabled anytime from Diary Settings

### Set the Diary Steps *** Diary Steps let you control which additional prompts contributors see when creating an Entry, so your Diary only asks for the information that's relevant.

**To configure Diary Steps:** * Navigate to the Diary Steps section of the Diary Settings * Toggle

the steps you want to appear: * **Task Progress Updates** - contributors can update the progress of tasks they have permission to edit * **Track Quantities** - contributors record actual material quantities against the day's planned quantities

Diary Step Rules

* Task Progress Updates requires contributors to have edit permission on those tasks in the project * Track Quantities compares actual daily quantities against planned quantities from your project plan * These steps can be changed anytime. Changes take effect for future entries only

### Set Labour & Plant Actuals *** Build a custom table to capture Labour and Plant data that matters to you.

**To configure Labour & Plant Actuals:** * Navigate to the Labour Actuals and Plant Actuals section of the Diary Settings * Click

to open the Table Settings * Select

and toggle

the properties you wish to add to the table * Click

Labour & Plant Actuals Rules

* Name and Quantity columns are mandatory and always shown, these cannot be removed * Columns can be added or removed anytime from Diary Settings

### Next Steps *** Once your Diary is set up, you and other contributors can start creating entries. See Creating a Diary Entry. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.aphex.co/docs/diary/getting-started.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.