A Diary Entry is where you log your day's work. Once created, contributors can add content to the Diary Entry. The Diary Entry workflow is the same whether you're using the mobile or web app, though the interface differs slightly. If you are using a mobile, see our .
Before you can create Diary Entries, you will need to .
To create a new Diary Entry:
Navigate to the Diary Entries section and click
Select which Diary you want to create an entry for, or create a new diary
Select the diary entry date
Select the Shift Start and End time from the dropdown
Click
Once you open a diary entry, you can edit the shift start and end times at any point before submitting it for review.
To edit the Diary Entry Shift Time:
Open a Diary Entry
Click on the left hand panel and select Edit Details
Select a new Start and End shift time
Click
Once your entry is created and open, you and other contributors can start adding content. See
Creating a Diary Entry
Contributing to a Diary Entry
Reviewing a Diary Entry
Managing a Diary Entry
Diary Reviewers give submitted entries a final check before they’re locked - they can approve an entry if everything looks right, or reopen it if something needs fixing.
If you're configured as a Reviewer, you'll see submitted entries awaiting your approval.
To review a submitted entry:
Open the submitted entry via the Awaiting Review card on your Diary Homepage or from the Diary Entries list
Review the content in the right panel - check for accuracy and completeness
If changes are needed, click to reopen the entry
If the entry is correct, click to approve and finalise it
The entry will move to a Locked status, preventing any further edits from being made
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.
To begin contributing to a Diary Entry, you will need to either or open an existing diary entry that someone in your team has already created.
To contribute to an existing diary entry:
Navigate to the Diary Entries tab
Locate the existing Diary Entry you want to contribute to
Click on the Diary Entry name to open the Entry Details
Select in the top right-hand corner
This is where you record which tasks you worked on for the day. Selected tasks determine what you can log in later steps (progress, resources).
To add tasks:
Tap the on suggested tasks that match your work for the day
Click to find specific tasks
In the search screen, use to narrow results
To create a new task, click
Selected tasks show a blue checkmark and move to the top Selected Tasks section
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
Select
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
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
Link related notes and photos to the Diary Entry.
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
Write Note: Type a note to add to the Diary Entry
Image: Upload JPG or PNG files from your computer
Add from Your Clipboard : Attach images you have added to previous Diary Entries
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:
Hover over the image or note and select
Select duplicate
Link the duplicated note to the second task
Review an AI-generated summary of your entry, 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
To update the summary:
If any changes are made to the Diary Entry, you will need to update the generated summary
Click from the Summary tab in the left-hand panel
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
Entry versions save automatically every 2 minutes, but you can view older versions of an Entry and restore them if needed.
To view and restore a previous version:
Click the Diary Entry from the Diary Entries list
Select in the top right-hand corner
Click on any previous versions from the right-hand panel to preview them
If you want to restore that version, click
The Entry will revert to the selected version and its contents
Diary Entries can be archived, restored and deleted. Archived entries don't count toward performance or completion metrics.
To archive an entry:
Click the Diary Entry from the Diary Entries list to expand the right panel
Click the menu
Select Archive Diary Entry
The entry moves to Archived status and hides from your Entries list
To restore an archived entry:
On the Diary Entries list, click and select the Include Archived Diary Entries checkbox
Click the Archived Entry you want to restore
In the right panel, select - the entry will return to its previous status (Open, Awaiting Review or Locked)
To delete an archived entry:
On the Diary Entries list, click and select the Include Archived Diary Entries checkbox
Select the Archived Entry you want to delete
Click the and Delete Diary Entry
Export individual or multiple entries as PDF files for sharing and reporting.
To export a single entry:
Click the Entry in the Diary Entries list
In the right panel, click
Select which sections to include or hide and drag & drop the sections to reorder them
Click
To export multiple entries:
Select multiple entries from your Diary Entries list using checkboxes
Click the download icon in the bottom menu
Select sections and drag & drop to reorder (applies to all selected entries)
Click
Entries move through three statuses depending on your Diary's review configuration.
Export the entry
View Diary History
Use the Overflow menu to archive the Diary entry, or to navigate to the Diary itself
Once selected, a tag shows who selected the task
Unplanned Tasks are defined only by their Task Name. They do not hold any other properties (like Owner or Dates etc).
Progress Updates cannot be added and Material Actual History will not be visible for Unplanned Tasks.
Any Actuals added to an Entry will not be included in the data sent via the Power BI API
Safety, Quality, or Environmental Issues
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.
The file is named after the entry (e.g., "KSU-North-03-08-2026-Day.pdf")
A ZIP file named "Aphex Diaries" containing individual PDFs will automatically download
Entry is finalised
View (read-only); only Admin or Reviewer can reopen for edits
Entry is being worked on
Edit, add content, save progress, submit or lock
Entry submitted, waiting for reviewer
View (read-only); Reviewers and Contributors can re-open to make changes
