Manage Shift Reports

The oversight list of every daily shift report across the workspace — every project, every crew, every shift — so a manager can see what's been filed, what's still open, and what needs a look, without hunting through each crew's own log.

Who can use it — This page is only visible in the sidebar to users with "administer shift reports" permission (typically managers and admins). That's a separate, higher bar than "manage shift reports" — the permission foremen and supervisors use to file reports through New Shift Report. Being able to see this tenant-wide list doesn't automatically mean you can edit any report on it: opening one still applies the same ownership rule as the authoring form — only that report's supervisor, or an administrator, can edit, finalise, reopen, delete, or claim it. See Roles & Permissions for how access is set.

Where to find it — Project Management → Manage Shift Reports in the sidebar.

How to use it

The list opens on Open drafts by default. Above the table, two banners appear only when relevant:

• A drafts over 24h old banner (tenant-wide, unfinalised reports whose date has passed) — tap it to jump straight to the Open drafts tab.
• A flagged log entries banner (tenant-wide count of every flagged entry, across all reports) — a pointer to filter by flagged below.

Use the tabs to slice the list, the filters to narrow it further, and open a report to review or act on it.

Tabs

• Open drafts — unfinalised reports (default view).
• Needs an owner — unfinalised reports with no supervisor (see Unassigned reports, below).
• Today — reports dated today.
• This week — reports dated within the current week.
• Finalised — reports that have been signed off.
• All — everything, no filter.

Each tab carries a badge with its live count.

Columns

• Project — job number and name; shows a flagged log(s) note underneath when the report has any flagged entries.
• Date — the report date.
• Shift — Day, Night, Weekend, or Public Holiday.
• Status — Final (success) or Draft (gray).
• Supervisor — the crew supervisor who owns the report, or an Unassigned badge if no one's claimed it yet. Shows "filed by [name]" underneath when someone other than the supervisor actually created the report (e.g. a Quick Add Note from a crew member).
• Photos — count of attachments across the report's log entries.

Filters

• Project — searchable select.
• Shift Type — Day, Night, Weekend, Public Holiday.
• Weather — the weather options available on the report form.
• Site Conditions — the site condition options available on the report form.
• Flagged entries — a three-way toggle: Has flagged entries, No flagged entries, or Any. This is the fastest way to pull up everything a crew has flagged for management attention.
• Report date — a From/To date range.

Reviewing a report

Click a row to open the full report in the same editable view used to file it — see New Shift Report for what's on the form (crew/plant on site, the shift diary, weather, sign-off). As an administrator you can edit, finalise, reopen, or delete any report from here, not just ones you supervise; doing so on a report you don't own is tracked as a compliance edit and notifies the actual supervisor.

Requesting completion

On an unfinalised report that has a supervisor other than you, a Request completion button (bell icon) sends that supervisor a notification asking them to finalise it. It's limited to one request per report every 12 hours — the button disables and its tooltip shows when the next request is allowed if you've already sent one recently.

Unassigned reports

A report can end up with no supervisor — typically because a Quick Add Note came in without a crew specified. These sit in the Needs an owner tab, flagged with an orange Unassigned badge in the Supervisor column. Open one and use Claim this shift to assign it to a supervisor (a configured supervisor themselves, or an administrator on their behalf). If that supervisor already has their own report for the same project/date/shift, claiming merges the Unassigned notes and resources into their existing report rather than creating a duplicate.

Connected pages

• New Shift Report — how supervisors and foremen fill out and finalise the reports that land on this list.
• Report Builder — assembles finalised shift reports (plus resources, logs, timesheets, and plant logs) across a date range into a single PDF export.
• My Work Log — where individual users see their own shift reports and Quick Add Note, rather than the tenant-wide view.

Tips & common mistakes

• Can't see this page in the sidebar? You need "administer shift reports" permission — "manage shift reports" (the authoring permission) alone isn't enough to get the nav link, ask an admin to grant it.
• Chasing an overdue report? Use the drafts-over-24h banner or the Open drafts tab, then Request completion on the specific report rather than messaging the crew directly — it's logged and rate-limited to avoid spamming the supervisor.
• Looking for everything a crew flagged? Set the Flagged entries filter to Has flagged entries rather than scanning descriptions — flagged counts also show under the Project column on any report that has them.
• Report stuck on Needs an owner? Only a configured supervisor or an administrator can claim it — claim it yourself here rather than asking the field to sort it out.
• Editing someone else's report? It's allowed for administrators, but it's tracked as a compliance edit and the original supervisor is notified — reserve it for when it's actually needed.