Site Diary

Record daily site activities, weather conditions, workforce numbers, and progress notes with configurable sections and approval workflows.

Setting Up Site Diary

Configuration

1. Go to Project > Tools > Site Diary
2. Configure diary settings:
   • Working Hours: Standard site hours (e.g., 7:00 AM - 5:00 PM)
   • Submission Deadline: When daily entries must be submitted
   • Sections: Enable or disable diary sections
   • Required Submitters: Assign who must submit daily entries
   • Approval Workflow: Configure who reviews and approves entries

Diary Sections

Enable the sections relevant to your project:

• Weather: Temperature, conditions, wind, rainfall
• Workforce: Number of workers on site by trade
• Work Completed: Description of work performed
• Delays: Any delays encountered and their causes
• Visitors: Notable visitors to site
• Safety: Safety observations or incidents
• Materials: Materials received or used
• Equipment: Equipment on site or mobilised
• Photos: Site progress photos
• Notes: General notes and comments

Required Submitters

Configure who must submit daily diary entries:

1. Go to Tools > Site Diary
2. Add required submitters (e.g., Site Manager, Foreman)
3. These users receive reminders to submit their entries

Daily Entries

Creating an Entry

1. Go to Project > Site Diary
2. Click Create Entry or select today's date
3. Complete the enabled sections:
   • Record weather conditions
   • Log workforce numbers
   • Describe work completed
   • Note any delays or issues
   • Attach photos
4. Submit the entry

Weather Integration

Teralo can automatically populate weather data:

• Temperature (high/low)
• Weather conditions (sunny, cloudy, rain, etc.)
• Wind speed and direction
• Rainfall measurements

Weather data is sourced from the project's site location.

Attaching Photos

Add progress photos to your diary entries:

1. Click the photo section
2. Upload or capture photos from your device
3. Add captions describing what the photo shows
4. Photos are stored with the diary entry for historical reference

Approval Workflow

Submitting for Approval

1. Complete your daily diary entry
2. Click Submit for Approval
3. The entry is sent to the configured approver

Reviewing Entries

Approvers can:

1. Review submitted entries from the site diary register
2. Check completeness and accuracy
3. Approve the entry or return it with comments
4. Approved entries are locked from further editing

Approval Status

Entries progress through these states:

• Draft: Entry being prepared
• Submitted: Awaiting approval
• Approved: Reviewed and signed off
• Returned: Sent back for corrections

Site Diary Register

The register provides a calendar view of all diary entries:

• View entries by date
• See submission status for each day
• Identify missing entries
• Filter by submitter
• Export diary records for reporting

Best Practices

• Submit daily: Complete entries at the end of each working day while details are fresh
• Include photos: Visual records of progress are invaluable for client reports and dispute resolution
• Track weather: Accurate weather records support delay claims and scheduling decisions
• Use approval workflows: Ensure entries are reviewed for quality and completeness
• Configure sections appropriately: Only enable sections relevant to your project to keep entries focused
• Assign required submitters: Ensure accountability for daily reporting