New Shift Report

The full daily record for a crew's shift on a project — who and what was on site, what happened, and the conditions you worked in — built up through the shift and finalised at the end of it.

Who can use it — Anyone with "manage shift reports" permission (typically supervisors and foremen). A report belongs to one crew's supervisor: whoever creates it through this form automatically becomes its supervisor, and only that supervisor (or someone with "administer shift reports" permission) can edit, finalise, reopen, or delete it afterwards. See Roles & Permissions for how access is set.

Where to find it — Site Operations → New Shift Report in the sidebar. This entry doesn't open a form directly — it drops you on My Work Log → Shift Reports tab, which is the real starting point:

Start on a "Today's open shifts" card opens (or creates) today's report for that project and claims it as your crew's log.
New Shift Report opens a blank form for any project/date/shift.
Open on an existing report — from today's open shifts or your recent reports list — takes you straight back into it.
Quick Add Note is a separate fast path for a single timestamped note; see My Work Log for that. This page covers the full report itself.

Before you start — a few things to know before you fill one in:

A report is identified by project + date + shift + supervisor — the crew IS the supervisor. Only one report can exist per crew per shift, so if you already have one open for today, use Open rather than starting a fresh one for the same project/date/shift.
Crew and plant on site auto-fill from that date's project allocations once you pick a project and date — dispatch/allocations need to be set up for this to populate anything.
The Finalised toggle only appears once the report has been saved at least once — you can't finalise while creating it for the first time.

How to use it

Pick the project. Search by job number or name. Picking a project (or changing the date) triggers the crew/plant auto-fill described below.
Set the Report Date — defaults to today.
Choose the Shift Type — Day, Night, Weekend, or Public Holiday. This is required and, together with project + date + you as supervisor, is what identifies this report.
Enter Start Time and End Time. These, plus at least one log entry or resource, are what "ready to finalise" checks for later.
Set Weather and Site Conditions (both optional). Pick from the list, or search and use the Custom weather / Custom site condition option to type your own if nothing fits.
Work through Site Allocation (crew/plant) and Shift Diary (the log) — see the sections below.
Save (Create on a brand-new report, Save changes once it exists). The status bar pinned to the bottom shows a running count — e.g. "2 log(s) · 1 resource(s)" — so you can see at a glance whether there's enough here to finalise.
Once saved, reopen it any time to keep adding through the shift, and finalise it when the shift is done (see below).

Crew & plant on site

The Site Allocation section auto-fills from that date's project allocations the first time you pick a project + date on an empty report — one row for Labor (everyone allocated to the project that day) and one for Plant (every asset allocated to the project that day), each listing the people/assets involved. It won't overwrite rows you've already added; if you need to redo the auto-fill after editing, use Clear & refill from project above the section (asks for confirmation and replaces whatever's there).

Each resource row has:

Type — Labor or Plant.
Source — Internal (your own tenant's people/assets) or External (a subcontractor crew or hired-in plant not in the system).
References — for Internal rows, a searchable multi-select of your tenant's users (Labor) or assets (Plant).
Name — for External rows, free text instead of a picker.
Qty and Hours — numeric; hours steps in quarter-hours.
Notes — free text.

Add more rows with Add resource, or remove any that don't apply.

Shift Diary (activities & notes)

The Shift Diary is the chronological log of what happened on shift — delays, incidents, milestones, photos. Each entry has:

Time
Category — General, Delay, Variation, or Safety.
Flag for Review — toggle on anything that needs a manager's eyes (see Flagged items, below).
Logged by — shown once saved; every entry is stamped with whoever actually added it, not just the report's supervisor, so the whole crew can contribute to one shared log.
Description — required, up to 5,000 characters.
Attachments — optional photos (JPEG/PNG/WebP/HEIC, up to 10MB each, multiple allowed).

Add entries with Add log entry as the day unfolds. This is the same log that Quick Add Note (on My Work Log's Shift Reports tab) writes into — a quick note from anyone on the crew lands here as its own entry.

Flagged items

Toggling Flag for Review on a log entry marks it for management attention — use it for anything a manager should specifically check, beyond the normal shift narrative. Flagged entries surface in the tenant-wide Manage Shift Reports list (filterable by "Flagged entries", with a count shown against each report), so they're picked up by whoever oversees shift reports even if they're not this report's supervisor.

Finalising the report

Once the report has been saved, a Report status section appears at the top with a Ready to finalise? checklist:

Start time set
End time set
At least one log entry OR one resource added

The Finalised toggle stays locked off until all three are true (attempting to save with it on before that will block with a notification listing what's missing). Flip it on when the shift's done and the report is complete — this is what makes the report show up as "Final" everywhere it's summarised, including the Report Builder.

Only the report's supervisor (or an administrator) can finalise, reopen, or edit it — flip Finalised back off if you need to make more changes after the fact. Finalising doesn't lock the form itself: you (or an admin) can still open a finalised report and add more, but doing so is tracked as a compliance edit, and if someone other than the original supervisor makes the change, the supervisor gets notified. Quick Add Note treats a finalised report a little differently again — a note quick-added to one afterwards is appended as a timestamped addendum without reopening the report, and you'll see a warning that the report "stays sealed."

Claiming an Unassigned report

A report can end up with no supervisor — the shared "Unassigned" bucket, typically from a Quick Add Note where the crew wasn't specified. An Unassigned report shows a Claim this shift button (visible only to a configured supervisor or an administrator) that assigns it to a chosen supervisor. 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 conflict.

Deleting a report

The ⋮ menu on an open report has Delete, which requires confirmation and tells you up front how many log entries, resources, and photos will go with it — photos are removed from storage shortly after. Only the report's supervisor or an administrator can delete it.

Connected pages

My Work Log — the Shift Reports tab: your entry point, Quick Add Note, today's open shifts, and your recent reports.
Report Builder — assembles finalised shift reports (plus resources, logs, timesheets, and plant logs) across a date range into a single PDF export.
Manage Shift Reports — the tenant-wide oversight list for administrators, including flagged-entry filtering and Unassigned reports awaiting an owner.

Tips & common mistakes

"New Shift Report" for a project/date/shift you already have open? Don't — a crew can only have one report per project/date/shift. Use Open from My Work Log instead, or the save will fail.
Can't turn on Finalised? Check the Ready to finalise? checklist — you need both a start and end time, and at least one log entry or resource.
Weather or site condition not in the list? Search first, and if nothing fits, use the custom option at the bottom of the dropdown to type your own.
Crew/plant not auto-filling? It only pulls from that date's project allocations — if dispatch hasn't allocated anyone to the project for that day yet, add resources manually.
Report stuck as Unassigned? Only a configured supervisor or an administrator can claim it — ask a manager to assign it if you can't see the Claim this shift button yourself.
Added a note after finalising and it didn't reopen the report? That's expected from Quick Add Note — it appends as a sealed addendum on purpose so a finalised record isn't casually reopened. Toggle Finalised off yourself if you need to properly edit it.