Keep a site diary
Pro and above
Open the Site Diary on your project: it's a project tab, sitting next to Inspections. On a phone, tap the Project menu bar at the top of the project and pick Site Diary — you'll find it under Sections, not down in More in this project. On a site supervisor login it's one of five tabs alongside Inspections, Incidents, Photos and the restricted Crew/PIN-reset tab; picking the site from Projects lands you straight on the diary.
You'll also find an Open Diary shortcut on the project's Documents tab.
One entry a day, dated automatically.
Add today's entry
Click Add Today's Entry.
Set workers on site, the weather, temperature and wind speed.
Wind speed (mph) is optional but worth recording whenever anyone is working at height — it is the number a scaffold or roofing decision gets judged against later.
Write what work was done today — the one required field.
Add issues or safety concerns, delays and visitors if there were any; they render as their own highlighted lines in the record.
Attach photos with Add, then click Save Diary Entry.
Fix or remove an entry
Click the pencil icon on the entry you want to change.
It opens in the same form you wrote it in. Change any field, add or remove photos, then click Save changes — or Cancel to leave it as it was.
Click the bin icon to delete an entry, then confirm.
Account owners and admins are warned that this is permanent. A site supervisor (a Business and above role) sees a different message: their delete hides the entry but keeps it, so an owner can put it back.
Owners and admins: restore a deleted entry with Restore, at the bottom of the Site Diary.
Deleted entries are listed there with the date struck through, visible only to owners and admins. Restoring brings back the original entry and its photos. Deleted entries are kept out of the Audit Pack and its PDF, but they are still included — and labelled as deleted — in a Download my data request.
Frequently asked questions
What does a diary entry record?
Date, workers on site, weather, temperature and wind speed, what work was done (the only required field), issues or safety concerns, delays, visitors, and photos.
Why bother with a daily diary?
Because six months later, "what happened on the 14th?" decides disputes, delay claims and insurance arguments. HSE inspectors regularly ask for site diaries too. A two-minute entry with a photo is cheap insurance.
Can I delete a diary entry?
Yes, and what happens depends on who you are. When an account owner or admin deletes an entry it is gone for good. When a site supervisor deletes one (a Business and above role) it is hidden but kept, so an owner or admin can restore it — including its photos. That is deliberate: a site diary is evidence, so the person running the site can correct a mistake without being able to destroy the record.
Do diary entries appear in the audit pack?
Yes. Entries that have not been deleted are listed in the Audit Pack and in the merged PDF, with the date, weather, workers on site, work done, issues or delays, and how many photos are attached. On a very long-running project the pack lists the most recent 500 entries and says so in the section header. Deleted entries are left out of the Audit Pack. They do still appear in a Download my data request, marked as deleted and showing who deleted them — that download is a legal record of everything we hold about you, not a compliance document you would hand to a client.
Which plan includes the Site Diary?
Pro and above, on both the website and signed-in mobile app. Accounts with retained Site Diary access and projects bought through our setup service keep it working.
Related guides
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