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Capture

Who can access this feature?

All users with access to Diary can use Capture on the mobile app.

Capture is a quick, conversational way to log labour, plant, photos, and notes to your diary on mobile. The AI listens for what you've done, proposes structured cards, and you confirm before it saves.

Select the Diary & Date

Before starting your conversation, let Capture know what Diary Entry you want to contribute to.

To select the Diary and Date:

  • Tap in the bottom navigation bar

  • Tap and select the Diary you want to contribute to

  • Tap and select the Date you want to contribute to

Diary Entry Selection Rules

  • If the diary entry is locked or reviewed, an inline message prompts you to "Log for another day"

  • Any contributor can add to a Diary Entry via Capture

  • For past dates with no existing diary entries, a new Open diary is created automatically when you contribute

  • You cannot contribute to a Diary Entry for a future date

Start the Conversation

After selecting the Diary and Date, start the conversation about your day. Mention labour, equipment, photos, or anything you're logging. The AI extracts structured data and confirms with you before saving to the diary.

To capture Diary Entry details in Capture:

  • Type or voiceyour updates and tap

  • Review the card the AI proposes - it pulls out labour name, quantity, type, and optional details like start/end times

  • Tap to save, or to skip

  • Your message appears in the feed with the linked card and sync status

Capture Rules

  • Chat history is unified across all diaries in the project. Each message is tagged with its diary.

  • Capture can relate your message to work from the last 24 hours. If you reference something older, tap the card directly to edit it.

  • Night shifts crossing midnight are logged to the start date.

  • If your target diary is locked or reviewed, you'll be prompted to choose a different date.

  • If the AI finds multiple matching cards in your diary (e.g., two labour entries for "piling"), it asks which one you're referring to: "Part of one of them, or a separate crew?"

  • Chat input is disabled offline. Use the camera or plus button instead.

Make Edits to Contributions

Once Diary Entry contributions have been captured, you can go through and make manual tweaks at any point.

To edit a contribution:

  • Click the on the summary card in the chat

  • Edit contribution details like resource name, quantity, type, and optional details like start/end times

  • Tap

To delete a contribution:

  • Long-press on the summary card

  • Tap Delete Contribution

Edit & Delete Contribution Rules

  • You can edit any card in an Open diary

  • Compiled and Locked diaries restrict edits

  • Deletes are permanent - the card is removed from the diary record

  • Activity logs track who edited or deleted entries

Make Manual Contributions

If you want to skip the AI conversation, you can make contributions manually.

To capture labour or plant manually:

  • Tap the at the bottom of the screen

  • Select Labour or Plant

  • Fill in the resource details

  • Tap Save - the card is created and saved to the diary immediately

  • No AI extraction occurs - what you enter is exactly what's logged

To capture a photo:

  • Tap the at the bottom of the screen

  • Select Photo

  • Take your photo or tap View Gallery to select from camera roll

  • Optionally add a voice note or text note to attach

  • Tap - the photo and note go to the Diary Entry together

To extract text from a photo:

  • Tap the at the bottom of the screen

  • Select Image to Text

  • Take your photo or tap View Gallery to select from camera roll

  • The AI reads the text and converts it to a note in your diary

  • Make any edits before saving

Manual Entry Rules

  • Manual entries bypass AI extraction. If you mention labour in a manual note, the AI won't propose cards.

  • If offline, photos, notes, and manual cards queue locally and sync when you reconnect.

  • Offline entries show "Pending connection" until synced.

  • You must enter a quantity for labour/plant; everything else is optional.

Bringing Forward Yesterday's Work

Capture can suggest copying labour, plant, and notes from the previous day if they're still relevant.

To copy yesterday's work:

  • When you contribute on a new day, Capture will detect matching work from yesterday. It will ask: "Copy from yesterday's diary. What would you like to bring forward?"

  • Select which cards to copy, then tap

  • They're added to today's diary with the same details

Copy Rules

  • AI only suggests if it finds matching work from the previous day

  • You choose which cards to copy, nothing is automatic

  • Copied entries inherit today's date automatically

  • All fields copy over (labour name, type, quantities, times, notes)

Sync Status & Offline Work

You can create manual contributions in Capture while working offline. These will auto-sync once you reconnect to a network.

Making contributions offline:

  • Tap the at the bottom of the screen

  • Add Note, Photo, Labour or Plant details

  • Tap

  • The summary card will display a Syncing status

  • Once reconnected to a network, the contribution will upload and the Syncing status will be removed

Offline Behaviour

  • Chat and voice input is disabled

  • Camera & plus buttons are Fully active. Photos and manual entries queue locally.

  • Feed view is Read-only

  • Auto-sync is automatic on reconnect

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