Diary access and sharing
Construction diary participants: colleagues with a position on the project, investor, TPI, author supervision, safety coordinator and subcontractors with their own diary.
In the Access menu (the Participants page), you decide who is a diary participant on a project. They can be colleagues from your company as well as people from outside. An external person gets their own account in the app and sees the diary after logging in on the web or in the mobile app.
Access is part of the Diary+, Company and All for business plans. On the Diary plan without Diary+, this section is not available.
Who manages Access
- On the Diary+ plan, only the administrator.
- On the Company and All for business plans, the edit (or edit own) level for the Access module is required; the site manager does not have to have it.
- Apart from the administrator, a project's participants are managed only by the person who created its diary (usually the person who created the project). This also applies to the site manager.
- External participants do not manage Access.
Overview of participants
People are divided into Company employees and External participants. The Cards / Table switch changes the view, and you can filter by Projects, Person and Type. A person's card has the Edit and Remove icons, and an external person's card also has the Show calendar switch.
Adding a colleague from the company
- Click Add participant and choose Company employee. The button is available to the administrator, to anyone whose Role has the edit level for the Access module (all projects of the company), and with the edit own level to the site manager and the creator of the diary.
- Select the Project.
- In the rows, select the Position and the Person. The Add person button adds another row. The description of the selected position is shown.
- Click Save. The colleague receives an email and an in-app notification that they have been added to the diary.
| Position | What it means |
|---|---|
| Site Manager, Site Supervisor, Preparer, Project Manager | The colleague sees the diary (including unsigned entries) and can write the main daily description. The position is shown with their description of the day and in the PDF among the parties involved. The description of the position in the form says the same; entries are signed by the site manager set on the project, not by the Site Manager position. |
| Employee | A neutral position: the colleague sees the diary, and writing is controlled by their Role. Not listed in the PDF. |
The position does not determine creating and editing daily entries; that is controlled by the user's Role (on Diary+, every user of the company can write). Entries are always signed by the site manager set on the project.
On the Company and All for business plans, only the administrator and the site manager see the diary automatically. Other colleagues see it in Diary records only after you add them as a participant. A colleague who is not a participant cannot write to the diary, even if their Role allows it, and the app refers them to the administrator.
On Diary+, all users of the company see the company's diaries and write in them even without being added. By adding a colleague with a position, you mainly set their role on the project, which is shown with their description of the day and in the PDF.
Adding an external person
- Click Add participant, choose External worker and the Manual entry method.
- In the Assignment step, select the Project and the Person role, and enter the Email. The description of permissions for the selected role is shown.
- If the person already has an eProtokol account, just confirm adding them with the Confirm and add button.
- For a new person, you can prefill details in the Profile step so that they do not have to enter them themselves: title, first name and surname, company and company ID (IČ, with a lookup in ARES), phone and the number and field of the ČKAIT / ČKA authorization. You can Skip this step.
- Click Save with profile (or Skip). The person receives an email with access.
An account is created automatically for a new person. The email contains a login link, the email address, a one-time password and a QR code for logging in to the mobile app. After the first login, the person changes the password. A person who already has an account only receives a notice that the diary has been made available to them.
If you fill in the company ID (IČ) of the external person's company, the account is placed under that company. If a company with this ID is already in eProtokol and it is not your company, its administrators receive an email saying who invited whom and to which project. If they do not know the person, they can deactivate the account in Users. If the company is not in eProtokol yet, an account on the Diary plan is created for it. Without a company ID, the account is created in your company.
Each person can have only one access on a project. To change the role, first remove the existing assignment.
External person roles
The roles to choose from are TPI – Investor Technical Supervision, Investor, Author Supervision, Safety Coordinator (BOZP) and Subcontractor. The first four have the same options in the diary (see below); the role is shown with their other records, and their details are printed on the parties involved page of the PDF export. A Subcontractor has no access to the main diary and gets their own subcontractor diary.
What an external participant sees and does
- In the menu they have Dashboard, Diary records, Daily entries and Náhled deníku (Diary preview), and in the Lists section also Projects and Diary management. Always only with the projects and diaries they were added to.
- In Diary records and Daily entries they see only closed (signed) daily entries. Of your company's photos they see only those marked V ostré verzi deníku (In the final diary version).
- They do not create, edit or delete daily entries and do not write the main daily description. They do not upload photos to the diary; they attach them to an other record.
- They add other records (requests, notices of defects, inspections…) and sign those where they are among the signers.
- They can view the diary in the preview and export it to PDF, there too only with closed daily entries.
- With Show calendar switched on, they see the project's planning calendar on their dashboard (events of this week and next week), if the company uses the Plan. They can only view it, not edit anything.
Subcontractor with their own diary
When you add an external person with the Subcontractor role, a subcontractor diary of the project is created for them. In the Assignment step, you choose the Record signing:
- Subcontractor only - entries are signed only by the subcontractor,
- Main contractor only - entries are signed by your employee (the site manager),
- Both (2-phase signing) - the subcontractor signs, the main contractor confirms.
The subcontractor creates and edits daily entries in their diary. They do not see the main diary. A project can have only one subcontractor diary per company (by company ID). A subcontractor diary counts towards the diary limit of the Diary plan. You can change the signing setting later in Diary management.
When you remove a subcontractor, the app asks whether to delete their diary too: Ne, smazat jen účastníka (No, delete the participant only) or Ano, smazat i deník (Yes, delete the diary too). If you keep the diary, the subcontractor stops signing it and the entries are signed by the main contractor.
Editing and removing
- With the Edit icon you change the project, type and people of an access. With the Přidat nové přístupy pro typ … (Add new access for type …) button you can send the same access to other people by email. They receive an invitation with a link through which they log in or register. If the access has already been created or the link is invalid, the page shows "Přístup byl již vytvořen nebo odkaz není platný" (The access has already been created or the link is not valid).
- With the Remove icon you cancel the access, and the person stops seeing the diary.
Default participants
In Nastavení firmy → Deník a stavby → Výchozí zúčastněné osoby deníku (Company settings → Diary and projects → Default diary participants) you select colleagues who are automatically added as participants to every newly created project (Employee position, full access). The selection does not affect existing projects.
Mobile app
You can also manage participants in the mobile app in the More → Diary access menu. However, the wizard differs from the web:
- You select the Access level manually. With the Nezřizovat přístup (Do not grant access) level, the person is only listed among the participants and does not see the diary.
- A colleague added from the mobile app does not receive an email or an in-app notification.
- The mobile app does not create an account for an external person. They only receive an email with a link through which they log in or register. The details filled in in the wizard (name, company, company ID, authorization) are not saved, and the account is not placed under their company by company ID. If you want to create an account with a one-time password for an external person right away or place them under their company, add them on the web.
- The Vytvořit subdodavatelský deník (Create subcontractor diary) level does not create a diary in this wizard. In the mobile app, you create a subcontractor diary from the Create diary → Subcontractor diary option.