> 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/web/recap.md).
# Recap
## Setting Up Diary Recaps
{% hint style="info" %}
**Who can access this feature?**
Any user with a Diary Seat can create and manage Diary Recaps. Recaps are generated per user and sent to the email address linked to your Aphex profile.
{% endhint %}
Diary Recaps automatically pull the highlights from your team's diaries so you don't have to go digging for important information. AI-generated Recaps summarise the key events, delays, improvements, and insights from your selected diaries and deliver them to your email on a schedule you choose.
## Creating a Recap
***
Create a new Recap from the Recap section. You'll choose which diaries to include, pick the content sections to summarise, and set when you'd like your Recaps delivered.
**To create a Diary Recap:**
* Navigate to the Recap section of your Diary
* Click to start configuring your Recap
* Enter a name for your Recap (e.g., 'Daily Site Handover' or 'Weekly Safety Summary')
* Select which content to you want to include:
* **Improvements** - tasks that were shortened, or progressed ahead of schedule
* **Delays** - tasks that experienced delays and the reasons
* **Quality** - quality and inspection updates from diaries
* **Safety** - safety briefings and incidents
* **Environmental** - environmental updates and issues
* Scroll down to the Schedule section
Click the Recap card to edit which sections are included in your Recaps.
Recap Creation Rules
* At least one content section must be selected to create a Recap
* Only selected sections will appear in your Recap email
* Different content requires different configuration: structured data (Improvements & Delays) comes from task progress, while unstructured data (Quality, Safety, Environmental) is AI-extracted from Diary notes and summaries
## Setting Your Schedule
***
Choose how often you want to receive Recaps and what time of day.
**To configure your Recap schedule:**
* In the Schedule section, select your cadence:
* **Daily** - receive a Recap every day
* **Weekly** - select which day (Mon-Sun) to receive your Recap
* **Monthly** - choose: First day, First Monday, Last day, or Last Friday of the month
* Set the time using the time picker
A countdown will show when your next Recap will run, but you can run a One-Off Recap outside of your schedule by clicking the Schedule Rules
* Time is displayed in your project's configured timezone
* All scheduled times use 24-hour format in 30-minute increments
* The countdown updates live as time passes
* Pausing a Recap pauses the countdown; resuming restarts it
## Selecting Diaries to Include
***
Choose which Diaries to summarise in your Recap. You can include all Diaries you contribute to or follow, or select specific diaries.
**To select which Diaries to include:**
* Scroll down to the Diaries section
* Click  to automatically include all diaries where you're a contributor
* Click  to automatically include all diaries you follow
* Click  to select specific diaries
Use the search bar to find diaries by name, or apply filters:
* Contributors - filter by contributor name or Select All
* Shift - filter by shift
Click the checkbox for each Diary you want to include.
Diary Selection Rules
* The Contributing and Following tabs automatically include all diaries where you're listed as a contributor or follower
* The Custom tab lets you manually select any diaries - you're not limited to ones you contribute to or follow
* Filters can be combined (e.g., filter by a specific contributor AND shift)
* If no Diaries match your filters or exist on your Project, you’ll see ‘You don’t have any Diaries’
* You must have at least one Diary selected to save the Recap
## Saving Your Recap
***
Once you've configured your Recap name, sections, schedule, and diaries, save it to enable your Recap.
**To save your Recap:**
* Enter a Recap name and complete recap details
* The  button will appear in the top right corner when all required fields are complete
* Click 
* After saving, a modal will appear showing:
* Recap Scheduled!
* When your next Recap will run
* Your Recap email address
* The option to run a one-off recap immediately
* Click 
Save Recap Rules
* A Recap Name is required to save
* At least one content section must be selected
* At least one Diary must be selected
* The Save Recap button is greyed out until all required fields are filled
* You cannot save until these requirements are met
* After saving, the panel closes and you're returned to the Recap list
## Running a One-Off Recap
***
When you save a Recap, you’ll have the option to run it immediately (One-Off Recap) without waiting for your first scheduled run.
**To run a One-Off Recap:**
* Click into the recap from the Recap tab
* Click the in the top right hand corner
* Select Run one-off Recap
* Your Recap is generated and sent immediately to your email
One-Off Recap Rules
* Running a One-Off Recap does not affect your scheduled Recap countdown or cadence. You can run One-Off Recaps anytime without affecting scheduled runs.
---
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to start configuring your Recap
* Enter a name for your Recap (e.g., 'Daily Site Handover' or 'Weekly Safety Summary')
* Select which content to you want to include:
* **Improvements** - tasks that were shortened, or progressed ahead of schedule
* **Delays** - tasks that experienced delays and the reasons
* **Quality** - quality and inspection updates from diaries
* **Safety** - safety briefings and incidents
* **Environmental** - environmental updates and issues
* Scroll down to the Schedule section
Click the Recap card to edit which sections are included in your Recaps.
