The Site Diary is your daily record of what’s happening on site. It helps you track work completed, manage attendance, store photos, and maintain a reliable historical record for reporting, claims, and audits.
Use the tips below to get the most value out of your Site Diary and keep your records consistent, accurate, and easy to review.
Use a template for daily descriptions
Creating a standard structure for your daily entries makes your Site Diary faster to complete and easier to read later.
A recommended daily template includes:
Description of work carried out – A clear summary of tasks completed on site
Roadblocks or challenges – Delays or issues such as weather, access, or equipment problems
Changes or variations to work – Any deviations from the planned scope or schedule
Deliveries – Materials or equipment received on site
Safety incidents – Incidents, near misses, or safety observations
Notes or additional comments – Any other relevant observations
Once you’ve created this structure, save the entry and duplicate it for future dates. When duplicating, simply select a new date and reuse the same headings.
Tip: You can use voice dictation to record your daily description instead of typing.
Upload photos daily
Uploading photos captured throughout the day ensures everything is securely stored in one place and linked to the correct date.
Photos add valuable context to:
Work progress
Deliveries
Safety observations
Issues or variations
Keeping photos up to date makes future reviews and reporting far easier.
Record accurate attendance
Attendance is automatically captured when workers sign on and off site and is grouped by company in the Site Diary. However, you can manually adjust attendance when needed.
When a worker hasn’t signed off
A yellow clock icon next to a worker or company indicates someone hasn’t signed off. You can manually sign them off directly in the Site Diary.
When attendance times need adjusting
If a worker has entered incorrect sign-on or sign-off times, you can update their hours in the Site Diary.
Select the worker from the list (or add them if missing)
Enter the correct start and end times
Add a note explaining the change (e.g. “left early due to weather” or “overtime works”)
Any changes made in the Site Diary override the sign-on record and are only visible to admins.
Tip: Use the Duplicate hours option to quickly apply the same times to multiple workers.
Use the AI Site Diary summary
The AI Site Diary Summary creates a weekly overview of key site activity, including:
Work completed
Attendance
Weather conditions
Issues or notable events
This is ideal for weekly reporting and quick project updates.
Tip: You can save the summary as a PDF by using your browser’s Print option and selecting Save as PDF.
For step-by-step instructions, see the article on creating a Site Diary summary.
Need help?
If you have questions about using the Site Diary or need assistance, use the black chat box in the bottom-right corner of BuildPass to speak with our support team.