Diary Entries
Gallery
Recap
Diary Performance
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
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
To open a new Diary Entry, see
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
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)
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
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
If the diary has one or more reviewers assigned, they can now go and .
Selected tasks show a blue checkmark and move to the top Selected Tasks section
Add a comment describing the change
Select
Image: Upload JPG or PNG files from your computer
Add from Your Clipboard : Attach images you have added to previous Diary Entries
Your homepage gives you an at-a-glance view of Diary completion - how regularly and accurately your team is logging against the plan.
A heatmap shows how many Diary Entries have been logged across the year.
How the heatmap works:
The darker the square, the more Entries have been logged that day
Hover over any square to see its date and Entries - this appears once you've logged at least one Entry
See an overview of performance for the Diaries you contribute to and follow.
For every Diary you follow or contribute to, you'll see:
30-Day Completion: the percentage of expected Entries that were actually completed over the last 30 days, with an arrow showing whether that's trending up or down compared to the previous 30 days.
Streak: a icon shows your current streak of closed Entries on required routine days, plus a 7-day snapshot ( Closed, Awaiting Review, Missed or not required)
To follow a Diary:
Locate the Diary you wish to follow from the Diaries tab
Click into the Diary to open the Diary details
In the top right-hand corner, click
Gallery lets you see all of the images added to Diary entries in one centralised location.
Use filters to quickly locate specific Images in the Gallery.
To Filter Images:
Click next to the search bar.
Choose from the following filters:
Date using the calendar date selector
Recorded By
Diary
To Group Images:
Click next to the Filters button.
Use the Grouping option to group results by:
Diary Date (default)
Recorded By
To Search Images:
Search by the Diary entry name, or by the image's Description
The Inspect panel displays a larger version of the image alongside its data.
To inspect an image:
Locate the Image from Gallery
Hover over the image and click the
Select Inspect
Download any image from the Gallery to your computer.
To download an image:
Locate the Image from Gallery
Hover over the image and click the
Select Download
The image will download to your computer
See which Diary Entry your images are linked to.
To see linked Diary Entries:
Locate the Image from Gallery
Hover over the image and click the
Select View Diary Entry
The Diary Entry details will appear in the right-hand flyout
Share a link to the image with other Diary contributors.
To copy a link to an Image:
Locate the Image from Gallery
Click into the Image
Click the in the top right corner of the panel
Select Copy Link
Diary to Filter Images
The link will take you directly to that image's Inspect panel
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.
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
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.
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
Scroll down to the Schedule section
Click the Recap card to edit which sections are included in your Recaps.
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
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
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
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:
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
Safety - safety briefings and incidents
Environmental - environmental updates and issues
Set the time using the time picker
Contributors - filter by contributor name or Select All
Shift - filter by shift
Click the checkbox for each Diary you want to include.
Recap Scheduled!
When your next Recap will run
Your Recap email address
The option to run a one-off recap immediately
Click
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
