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Recap

Setting Up Diary Recaps

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.

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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