Contributing to a Diary Entry

Who can use this feature?

Any user configured as a Contributor on a diary can add content to entries.

Contributing to a Diary Entry means adding the details of your day's work: which tasks you completed, how they progressed, materials used, and any notes or observations. The contribution workflow is the same whether you're using the mobile or web app, though the interface differs slightly. If you are using the web version, see our Web Diary Guide

Open the Diary Entry

To begin contributing to a Diary Entry, you will need to either create a new Diary Entry or open an existing Diary Entry that someone in your team has already created.

To open a new Diary Entry:

Select from the bottom navigation bar
Locate the unopened Diary Entry from the list and click
Select at the bottom of the screen

To contribute to an existing Diary Entry:

Select from the bottom navigation bar
Select at the top of the screen
Locate or search for the open Diary Entry from the list
Tap on the Diary Entry
Select at the bottom of the screen

Select Tasks

This is where you tell the Entry which tasks you worked on today. Selected tasks determine what you can log in later steps (progress, quantities).

To add suggested tasks:

Tap the on suggested tasks that match your work for the day
Selected tasks show a blue checkmark and move to the top Selected Tasks section

To add other tasks:

Tap
In the search screen, use to narrow results
Tap the on the tasks you want to add to the Diary Entry

To create an unplanned task:

Tap
Select
Add the Task Name
Tap

Task Selection Rules

Suggested tasks appear based on who's working and historical pattern
The same task can be worked on across multiple entries
Unplanned tasks exist only the entry they were created - they won't appear in future entries
Search by task name or ID
Once selected, a tag shows who selected the task

Progress Updates

Log how tasks progressed during your shift: on track, delayed, or ahead of schedule.

To make progress updates:

Review tasks that already have progress logged
For tasks needing an update, tap the 'on schedule' or 'delayed' icon
Select the impact: On Schedule, Delayed by days, Moved earlier, Shortened
Enter the number of days (if applicable)
Add a comment describing the change
Tap

Progress Update Rules

This step is only visible if "Task Progress Updates" is enabled in Diary Steps
Progress updates appear on the task in real-time for all users
Deleted progress is removed from both the entry and the task

Record Material Quantities

For each Planned Material allocated to a Linked Task, diary contributors can record Material Actuals against.

To record Planned Material Quantities against tasks:

Locate the task you want to record actual material quantities for
Enter the actual quantity, or click to browse recent inputs

To record Unplanned Material Quantities against tasks:

Locate the task you want to record an unplanned material quantities for
Select and select the material from the dropdown
Input the material quantity

Material Quantity Rules

Any named diary contributor will automatically have permission to add quantities to a Task
Actuals logged across all Diaries will always be reflected on the Task in Planner
If the Task is Unlinked from the Entry, any associated Actuals will be automatically removed from the Entry (and from the Task)
Any Actuals added to an Entry will not be included in the data sent via the Power BI API

Record Labour & Plant Details

Record actual Labour and Plant details for the day.

To add Labour & Plant details:

Tap the
Input the required * and optional Labour or Plant details
Tap

Labour & Plant Details Rules

Name and Quantity details are required. Without inputting these details, the record will not save.
Additional labour and plant fields (Type, Start Time, End Time, Cost Code etc) can be added from the Diary settings. See Getting Started in Diary

Add Notes & Photos

Add related notes and photos to the Diary Entry and link to specific tasks.

To add a note or image:

Select and choose which note you'd like to attach
- Image to Text: Take a photo of handwritten notes to be generated into text
- Voice to Text: Speak into the microphone to generate a transcribed note
- Image: Upload JPG or PNG files from your computer
- Write Note : Type a note to add to the Diary Entry

To link notes and images to a task:

Locate the note or image you wish to link, and click beneath it
Select the related task

To link multiple tasks to one note or image:

Click on the image or note
Tap in the top right corner
Select duplicate and tap ←
Select and Add from Clipboard
Tick the duplicated image and select
Tap beneath the duplicated task
Select the related task

Note & Image Rules

Each clip can be linked to one Task only
A Task can have multiple clips linked to it
Notes and Captions can only be edited by the author
All inherited Photos and Notes will automatically link to a task, and this link cannot be removed or changed

Generate Summary

Generate a summary of your entry with AI, or write one manually.

To generate a summary:

Click to draft an AI-generated summary
Review the generated summary and add any additional details
Alternatively, manually type the summary in the text box

Summary Rules

The AI-generated summary will cover the following categories:
1. Delays & Disruptions (always first if present)
2. Meetings & Inspections
3. Safety, Quality, or Environmental Issues
4. General Notes (always last if present, only when no other category fits)
When clicking on ‘Regenerate’, the existing summary remains unchanged. Any new data (from progress or clips) are added to the bottom of each relevant category.

Review & Submit

Once all contributors have updated the diary entry for the day, the next step is to review and submit the diary. It is the responsibility of the contributors to either lock, or submit the entry for review at the end of each day.

To Review & Submit the Diary Entry:

Review the diary entry details and confirm that all information is correct
If information needs to be updated, navigate back to the relevant section and make any changes
Once reviewed, click

Note: If your Diary has one or more Reviewer assigned, you will be prompted to instead

Locking & Submitting Diary Entry Rules

Diary entries can be locked and unlocked by any named Contributors on the Diary
Once the Diary Entry has been Submitted for Review, only Reviewers can re-open the Diary Entry

Last updated 10 days ago

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