Introduction to Construction Diary and Templates

Overview

Roles: Admin, Supervisor | Interface: Web, Mobile

Construction Daily Reports (Daily Reports) in CrewCenter provide a digital, standardized way to log and share daily activities on construction projects. This feature replaces manual paper reports, enabling teams to track work hours, weather, incidents and project progress with photo documentation. The Construction Diary is available on both web and mobile platforms, supporting seamless collaboration between jobsite and office.

Key Capabilities of Construction Diary

Data Capture
Collect detailed project data by merging existing timecards and related info - workforce, duration, cost codes, materials, and expenses - with extra inputs. These include photos tied to the project and date, plus manual entries like weather, comments, checklist items, and optional signatures.

Mobile Sign-off
Sign reports on mobile and save as PDF.

PDF Access
Access and share report PDFs from any platform.

Template Sync
Template settings from the web are respected on mobile (e.g., hidden fields remain hidden).

Access Control
Only supervisors (project managers) and admins have access to all Construction Diary.

Key Features and User Roles

Below is an overview of the available permissions in the CrewCenter application, depending on the user role. The table shows which actions can be performed by administrators, supervisors, and employees.

Action	Admin	Supervisor (as a Project Manager)*	Employee
Enable/disable Construction Diary	Yes	No	No
Create, edit and share reports		Yes
Manage templates
Add company logo
Print or export PDF
View and add data
View and edit reports
Sign and share PDFs
Respect web template settings

*Note: Only supervisors assigned to at least one project can view the Construction Diary.

How to Create and Manage Construction Diary Project Reports

Roles: Admin | Interface: Web

Enable Construction Diary

Click the Settings cogwheel in the top right corner.
In the General tab, switch ON the toggle for Construction Diary.

Create a Construction Diary Project Report

Roles: Admin | Interface: Web

Generating a daily project report in CrewCenter helps document all key activities, workforce data and site conditions for each day. This process ensures accurate records and supports compliance, communication and project tracking. Follow these steps to create and manage your Construction Diary report:

Log in to the web platform and select Construction Diary from the left-hand menu.
Click Create Report
Select the project
Select the date.

Note: today is set as a default
Select Template if desired from the dropdown list or create a report without using a template.
Add a report title (optional).
Upload the company logo to be displayed on the report (optional).
Weather details auto-populate based on project location and date. Weather units (Celsius or Fahrenheit) automatically update according to the chosen language.
Employee work hours and breaks are retrieved from recorded timecards. This section appears only when hours have been recorded, and it shows only the employees who submitted timecards. If no hours are recorded, the area remains empty.

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Note: The admin can choose whether to view all employees or only 12 at a time. This can be done by clicking “See all” or “Hide.”

Employee time types, cost codes, comments will be also retrieved automatically from recorded Timecards If no data recorded, the area will be empty.

Add any additional data (e.g., observations, jobsite details) in Additional Data.
Add checklists if needed (e.g., safety or material checklists).
Add the signature by adding your name or upload signatures from your computer to include in the report.

All photos from the photo library with matching date & project are loaded automatically

To add items from the photo documentation, open the Photos tab and link the image to the construction diary for the corresponding project and date.

A. Go to the Photos tab

B. Select the picture you want to use

C. Click the red pen (Edit) icon to begin editing

D. Select the Date and Project

E. Save your changes by clicking the Update button.

The image will now appear in the construction diary for the selected day.

The second way to add a picture is directly on the Daily Report page. To do this, tap the “+” button at the bottom of the page in the Photo section.

Note: Images added directly to the Construction Diary are stored only temporarily for generating the daily report. If you change the report date, switch pages or refresh the page, these images will disappear. To keep photos permanently in the report, upload them to the Photo section. Images added directly to the diary are not saved to the photo library.

Once all data is entered, the user can save the report as a PDF or save a draft to continue later.

How to save the report in PDF

Users can save the report to PDF by clicking “Save PDF” in the top‑right corner.

A message stating “PDF created: Download” will appear. The file is generated and can be downloaded to your local disk by clicking “Download.”

The file is saved in the Downloads folder by default.

All saved PDFs can be found in the “PDF Reports” tab in the top navigation bar of the Construction Diary. PDF reports are stored permanently unless they are deleted manually by the user. Typically, a supervisor, who has access as the designated project leader, has the right to modify or delete the reports.

Users can choose to view all projects or filter the results by selecting one or more specific projects.

Make sure the date in the top‑right corner is set to the desired value.

By default, reports are displayed for the current month. To change this, click the month name in the top‑right corner and select reports for a specific day, week, month or a custom date range.

Users can also save their progress by clicking “Save draft” and return to the report at a later time.

The draft will be saved within the application. To view it and complete the report, go to the Construction Diary tab and open the date on which you started creating the report.

Note: User can create many PDFs, even for the same date.

How to manage PDF files

Roles: Admin, Supervisor | Interface: Web

All files saved in PDF format are displayed in a separate “PDF Reports” tab. They can be saved without any limit, even several per day.

The admin and supervisor can quickly preview any report with a single click and close the view by clicking outside the report.

From this page, admins and supervisors can view, print, download or delete a PDF report. To do this, click the three dots on the right side of the report row and select the desired action.

When the user selects the View option, the PDF opens and a bottom panel appears with additional actions: Share, Download, Print or Close the preview.

There are following options:

Share: The Share option allows the user to share the PDF report via email or available communication apps such as Microsoft Teams or WhatsApp.

Print: The Print option allows the user to print the PDF report.

Download: The Download option saves the PDF report to the user’s local computer.

Close: Close the report view.

How to manage templates

Roles: Admin, Supervisor | Interface: Web

Users can create a one Construction Diary template to reuse it for every new report, ensuring that predefined (static) data is automatically populated.

To create a template:

Go to the Templates tab in the top navigation bar of the Construction Diary.
Click Create at the top or in the center of the screen.
Decide which sections should be visible or hidden. To hide a section, click “Hide.” Available sections include: Weather, Employees, Types of time, Cost codes, Comments, Additional Data, Checklists, Signatures, Photos.
Optionally add Weather comments, Additional Data, Checklists, and Signatures. These will be automatically included in every report created from the template.
Click Confirm.

A side panel will open where you can add the template metadata.

Enter the template name.
Optionally add a report name and description.
Upload a logo from your computer and adjust the PDF accent color, if needed.
Choose whether the template should be assigned to all projects or to a specific project.
Click Confirm to save the template.

Note: User can create multiple templates. There are no limit.

Important: The delete template option will be available in the future releases.

How to Manage Construction Diary on Mobile

Roles: Admin, Supervisor | Interface: Mobile

Admins and Supervisors have access to the Construction Diary on mobile.

To open the Construction Diary, open the menu in the top‑left corner and select Construction Diary. A list of entries from the last 15 days will be displayed. To view a specific diary entry, select the project at the top and then tap the date you want to open.

Users can sign the Construction Diary and generate it as a PDF for sharing or record‑keeping by following the steps below:

Open the Construction Diary from the application menu.
Select the project at the top.
- The most recently created project is selected by default.
- If you have access to multiple projects, choose the appropriate one.
Choose the date for which you want to create the Construction Diary.
Review the Additional Data section and go through the checklist to ensure all required information is complete and accurate.
Save the diary as a draft if you want to continue editing it later (optional).
Add the required signatures.
Save the draft again if needed, or select Create PDF to generate the Construction Diary immediately.
Review the generated PDF. It includes:
- Time and attendance data loaded automatically from the web
- Types of time
- Cost codes
- Comments
- Additional data
- Completed checklist
- All added signatures
- Pictures
Share the PDF using your preferred communication method and/or close the Construction Diary.

Note: The admin can define who is required to sign the document within the template. To set a standard workflow, fill in the Signatures section of the template and specify the responsible person’s name (e.g., always the Project Manager). The admin can pre-fill the signing names; however, these can be changed or updated later, so users should ensure they do not sign on behalf of someone else. Alternatively, the admin can create a project‑specific template with designated signatories assigned to that particular project.

IMPORTANT: Access for the supervisor will be granted only if he or she is assigned as the project manager.

To authorize access for a designated supervisor, please adhere to the following instructions:

Navigate to the Projects tab.
Click the pen icon situated on the right side of the selected project.
Choose the supervisor from the Project Manager field within the list of workers.