Construction diary
An electronic construction diary for every project: daily entries, photos, signatures, writing with AI, sharing with the investor and TPI, and PDF export.
The construction diary replaces the paper diary. Each day on site has one daily entry with the weather, people, equipment, materials, photos and a description of the work done. The entry is signed by the site manager. You can browse the whole diary in the preview and export it to PDF.
How the diary is organized
- Project - a diary always belongs to a specific project. The main diary is created automatically when the project is created.
- Main diary - every project has exactly one. It is kept by your company as the contractor.
- Subcontractor diary - an optional subcontractor's diary linked to the project. It is created by adding a subcontractor in Access.
- Daily entry - one entry per day. Other people add their own work description to the same day; a second entry for the same day cannot be created.
- Other records - separate records for the day (request for inspection, notice of defects, site handover…) with their own signatures. The investor or TPI (the investor's technical supervisor) can add them too.
Where to find the diary
| Menu item | What it is for |
|---|---|
| Diary records | The main place to work. You select a diary and write in it day by day. |
| Daily entries | A table of daily entries with filters, signing and deleting. See Daily entries. |
| Náhled deníku (Diary preview) | The whole diary by section, and PDF export. See Preview and export. |
| Access | Diary participants (colleagues, investor, TPI, subcontractors). From Diary+. See Access and sharing. |
| Lists → Diary management | All company diaries: creating, editing, deleting and the trash. See Diary management. |
On the Diary plan, the diary items are directly in the main menu; on the Company and All for business plans they are in the Sales section. Until the company has a project, they are inactive with the hint "Nejdříve vytvoř stavbu" (Create a project first).
Working in Diary records
- In the menu, click Diary records.
- In the Vyber stavební deník (Select a construction diary) list, click a project. For each diary you can see the number of entries and the date it was created. If the project also has subcontractor diaries, the group expands and you select Generální zhotovitel (General contractor) or a specific subcontractor.
- At the top there is a strip of days around the selected date. A dot next to a day means the day already has a daily entry. Click a day to open it or to start writing a new one.
- Fill in the entry in the tabs and click Create. For an existing day, save with the Uložit záznam v deníku (Save diary entry) button.
The header of the selected diary has the buttons Exportovat (Export; PDF and photo documentation), Stáhnout PDF (Download PDF; the last generated PDF), Náhled deníku and Změnit deník (Change diary). Everything an entry contains is described on the Daily entries page.
If another company has invited you to its diary, the project name shows that company's name. Such a diary is read-only for you; you can only add other records.
Entry workflow
Day's entry → site manager signs → Uzavřený (Closed)
A new entry has the status K podpisu (To be signed) and is signed by the project's site manager. After signing it is Uzavřený (Closed) and locked. In a subcontractor diary with two-phase signing, there is the status Čeká na podpis zhotovitele (Awaiting contractor's signature) in between. A company can switch signing off with automatic approval. Details in Signing and approval.
Who can do what
Diary and Diary+ plans
- Projects and diaries are created, edited and deleted only by the administrator.
- Every user of the company writes daily entries. Roles are not checked on this plan.
- All users of the company see all of the company's diaries.
- All users of the company are offered when selecting workers in an entry.
- Access (diary sharing) is only in Diary+ and is managed by the administrator.
Company and All for business plans
- What each person can do is set by their Role. There are three modules for the diary: Diary records (diaries and their management), Daily entries (writing entries) and Access (diary sharing). The levels are read, edit own, edit and no access.
- The administrator and the site manager (in the diaries of their projects) can always write, even if their role only allows reading.
- Which diaries each person sees is determined by Access. The administrator sees all of the company's diaries, a site manager sees the diaries of their projects, and other users only see the diaries of projects where they are added as a participant.
- Only users with the job contract type Employee are offered in the Dělníci (Workers) and Pracovníci THP (Technical and administrative staff) selections.
A user whose role only allows reading Daily entries will see a notice in Daily entries that they cannot create entries. The administrator can also tell from the Nemůže do deníku (Cannot write to diary) label in the Users list. You allow writing by setting the edit or edit own level in the user's role.
External participants (investor, TPI, author supervision, safety coordinator) only see closed entries in Diary records, do not write daily entries and only add other records. More in Access and sharing.
Diary and Diary+ plan limits
| Diary | Diary+ | Company | All for business | |
|---|---|---|---|---|
| Users | 3 | unlimited | 10 | 20 |
| Projects | 3 | unlimited | unlimited | unlimited |
| Construction diaries (including subcontractor diaries) | 3 | unlimited | unlimited | unlimited |
| Access and external participants | no | yes | yes | yes |
| Writing with AI | yes | yes | yes | yes |
Diary+ is an add-on to the Diary plan for 290 Kč per month or 3 190 Kč per year excluding VAT (annual payment for 11 months, 1 month free). It does not include the business modules (Work reports, Plan, Delivery notes, Invoices and others); those are in the Company and All for business plans.
Activating Diary+
- As an administrator, click Aktivovat Deník+ (Activate Diary+) in the top bar. The same offer appears when the company reaches the limit of users, projects or diaries.
- Select the Typ platby (Payment type): Měsíční (monthly) or Roční (yearly).
- Confirm with the Aktivovat Deník+ za … (Activate Diary+ for …) button. The limits are removed immediately.
Company settings
The administrator finds the diary settings in Nastavení firmy → Deník a stavby (Company settings → Diary and projects).
| Setting | What it does |
|---|---|
| Automatické přidání osoby do stavebního deníku (Automatically add person to construction diary) | From the Company plan. When a work report is created, the worker and the equipment from the report are added to the daily entry of the project's diary. If there is no entry for that day, one is created. |
| Počet pracovníků v denním záznamu (Number of workers in daily entry) | The Osoby (People) tab gets a breakdown of the number of workers for people without an account in the app. Numbers already entered stay in the diary even after the setting is switched off. |
| Automatické schválení denního záznamu (Automatic approval of daily entry) | The entry is closed as soon as it is saved, without a signature and without a request to the site manager. Does not apply to subcontractor diaries. |
| Automatické schválení denního záznamu z výkazu (Automatic approval of daily entry from work report) | As soon as you approve a work report, the daily entry of that project for that day is closed (only if it already exists; a new one is not created). Does not apply to subcontractor diaries. |
| Počasí v deníku po hodinách (Hourly weather in diary) | The weather is loaded for each time in the Časy načtení počasí (Weather loading times) field (default 07:00, 12:00, 16:00, at most 6 times), also for a day filled in retrospectively. |
| Úprava denních záznamů za ostatní (Editing daily entries for others) | The selected users may edit an unsigned daily entry of another author and its daily description, for example a description from a work report note they entered for a colleague. A signed entry is still changed only by the administrator. See Daily entries. |
| Výchozí zúčastněné osoby deníku (Default diary participants) | From Diary+. The selected users are added as participants to every newly created project. |
Other settings related to the diary:
- Výkazy a mzdy → Výkazy a docházka (Work reports and wages → Work reports and attendance): Propisovat poznámky do stavebního deníku (Copy notes to construction diary) and Fotografie z deníku ve výkazu (Diary photos in work report). The first one is offered after you switch on Poznámka ve výkazu (Note in work report); the work report note then appears in the diary as a description of the day with the label "Výkazy" (Work reports).
- Doklady a platby → AI služby (Documents and payments → AI services): the Deník – AI zápisy (Diary – AI entries) switch turns off generating entries with AI (on Diary+ and on the Company and All for business plans; on the free Diary plan, writing with AI is free of charge and cannot be turned off).
Links to other modules
- Projects - creating a project creates its diary. The diary takes over from the project the site manager (signs entries), the ORP (municipality with extended powers; automatic weather) and the details for the export title pages (investor, designer, responsible person).
- Work reports - photos from a work report are saved to the diary for the day of the report. Depending on the company settings, the person and equipment from the report are added, the note is copied over, or the daily entry is closed.
- Plan - the Importovat data z kalendáře (Import data from calendar) button takes the people and equipment planned for that day into the entry.
- Equipment - you select equipment in the Mechanizace (Machinery) tab.
- Delivery notes - material from a delivery note has a link to the delivery note in the entry.
- Dashboard - in the For approval part there are the Daily entries and Other records tabs with what is waiting for your signature. With the + button at the bottom right you can choose Add photos to diary or Add diary record.
Mobile app
On the Diary tab in the mobile app you select a diary and write daily entries with the same tabs as on the web, including photos from the camera, writing with AI, other records and signing. You can also:
- view the diary preview,
- browse the Photo gallery across diaries with filters, mark photos for the final version of the diary, move them to another diary or day and delete them in bulk,
- create a New diary (together with a new project) or a Subcontractor diary,
- manage participants in the More → Diary access menu.
In the Photo gallery, only those who may write to the diary can mark photos for the final version and move them (on the Company and All for business plans according to their Role, see Who can do what). Everyone can delete their own photos; other people's photos can be deleted only by those who may write to the diary.
Exporting the diary to PDF and the photo documentation to ZIP is only available on the web.