What the diary records
These are the headings on the phone and on the PDF, in this order. Sections left empty are left off the finished diary, so a quiet day makes a short one.
| Section | What goes in it |
|---|---|
| Work carried out | What was done today, by area or element. Always required. |
| Labour | Operatives on site by subcontractor and trade, with numbers. |
| Plant | Plant on site, hires on and off, breakdowns. |
| Deliveries & materials | Deliveries received, shortages, returns. |
| Delays & disruption | Delays, disruption, and instructions affecting progress. |
| Health & safety | Incidents, near misses, toolbox talks, permits to work, RAMS briefings. |
| Visitors | Client, consultants, building control, inspectors. |
| Notes | Anything else worth recording. |
The weather line fills in by itself from the site's location. Photos attach to the day and print with it.
Two minutes at the end of the day
The diary that gets kept is the one that's quick. Open the app in the cabin or the van, take the day's photos, and talk: who was on, what got done, what turned up, what held you up, anything for health and safety. SuperReports transcribes it and sorts what you said under the headings above. You read it over, fix anything, and file.
No reception doesn't stop you. A basement, a plant room or a bare steel frame is fine; the diary uploads when the phone finds a connection. Once filed it sits under its project and shows on the company dashboard as it comes in. When the client or the QS wants a copy, it's an A4 PDF from the share sheet, to email, WhatsApp, Teams or wherever they want it.
The record you'll need later
The diary is the contemporaneous record. A delay notice, an extension of time or a loss-and-expense claim rests on what was written down on the day: who was on site, what was delivered, what was instructed, what the weather did. Dated and photographed at the time, that is worth a great deal more than the same account reconstructed from memory six months on. A diary is locked once it's filed, so what you recorded on the day stays what you recorded on the day.
Refurbishment and fit-out
A live building is a different diary. The Refurbishment / fit-out template adds the three things that diary is actually read for: areas worked (floors, wings, rooms worked and rooms handed over), permits & isolations (hot-works permits, fire alarm and sprinkler isolations, noisy-works windows, out-of-hours working) and snagging (snags raised and closed, client inspections), alongside the site diary sections. The template is chosen per project, so a fit-out and a new-build in the same company each get the right diary.
Every site, one dashboard
Each site manager files their own diary from their own phone. The company dashboard shows every site's diary as it comes in, and who hasn't filed today, so the office knows by five rather than by Friday. A project's diaries build into a dated, photographed record from the first day to handover.
Pricing
One site manager, three projects. No card, no time limit.
Or $290 a year. Every feature included. Add seats as you need them.
Unlimited site managers from ten upwards. One flat price.
Prices in US dollars.
In the eurozone you're billed in euros (€25 a month or €250 a year per seat, €249 a month for Team) and elsewhere in US dollars ($29 a month or $290 a year per seat, $279 a month for Team). Cancel any time.
Frequently asked questions
Is there a free site diary app?
Yes. The Starter plan is free for one site manager with up to three projects. No card, no time limit.
What headings does the diary use?
Work carried out, labour, plant, deliveries and materials, delays and disruption, health and safety, visitors, notes. The refurbishment and fit-out template adds areas worked, permits and isolations, and snagging. You choose the template per project.
Does it work with no signal?
Yes. Write the diary and attach photos with no reception; it uploads when the phone finds a connection.
Where does the diary go once it's filed?
It stays in the app under its project, and the company dashboard shows it as it comes in. When someone needs a copy, it's an A4 PDF, dated, with the weather line, your photos and each section under its own heading, sent from the share sheet.
Can a main contractor see every site's diary in one place?
Yes. Each site manager files their own diary, and the company dashboard shows every site's diary as it comes in, with who has and hasn't filed today.
Can I put a VAT number on the invoice?
Yes. There's a field for it at checkout, and it appears on every invoice.
Want the headings on paper first? Take the free daily report template, or read how to write a daily report that holds up. The Field Guide walks through the app screen by screen.