Daily entries
One entry for every day on the project: work descriptions from several authors, people, materials, equipment, weather, photos, files, other records and the site manager's signature.
A daily entry describes one day on site. You write it in Diary records (the procedure is on the Construction diary page) or in the Daily entries table. Both places open the same form.
One day = one entry
Each diary has at most one daily entry for each day. If the day already has an entry, the app does not create another one and warns: "K tomuto dni už denní záznam existuje. Otevřete ho a přidejte svůj popis dne." (A daily entry already exists for this day. Open it and add your description of the day.)
- The fields of the entry (people, weather, materials…) are edited by the author of the entry or the administrator. In Company settings → Deník a stavby, the company can select further people under Úprava denních záznamů za ostatní (Editing daily entries for others) who can also edit someone else's unsigned entry (in the mobile app from the next version).
- Other colleagues see someone else's entry as locked and only add their own description of the day to it (see Main daily description below).
- The project must have a site manager filled in. The site manager signs the entries; without one, the entry cannot be saved.
How an entry is created
- In Diary records, you click a day and fill in the entry.
- In Daily entries, with the Add entry button. You select the Date and the Construction diary (if you have only one diary available, it is prefilled; otherwise the last one used).
- On the Dashboard, with the + button at the bottom right → Add photos to diary. You select the diary and the date, and if the day has no entry yet, one is created. Photos cannot be added to a signed day. Photos are uploaded to the diary by people of the company that owns the diary, and by a subcontractor to their own diary.
- By adding an other record to a day that has no entry yet.
- From a work report, if the company has Automatické přidání osoby do stavebního deníku (Automatically add person to construction diary) switched on (Company plan and higher).
What an entry contains
The entry is divided into tabs. The number on a tab shows how many items it contains.
Základní (Basic)
- Date and Construction diary.
- Importovat data z kalendáře (Import data from calendar) - the button appears when events are planned for the project and day in the Plan. It takes over the planned people (split into workers and technical and administrative staff) and adds the planned equipment to the equipment already selected.
- Main daily description - the description of the work done. Several people can write it, see below.
- Generovat zápis pomocí AI (Generate entry with AI) and the Stručný zápis (Brief entry) switch, see Writing with AI.
Main daily description
Each author has their own description for the day, showing their name, role and time. With Add my description you add yours; Edit description changes only your own. The exception are people selected under Úprava denních záznamů za ostatní (Editing daily entries for others): they can also edit another author's description, typically a description from a work report note they entered for a colleague (in the mobile app from the next version). Who edited the description is shown in the Change history.
- It can be written by the project's site manager, colleagues added in Access as Site Manager, Site Supervisor, Preparer or Project Manager, and anyone in the company whose Role allows writing to the diary. External participants do not write the main description.
- Delete description is available to its author or the site manager.
- Change history shows previous versions of the description. A deleted description disappears from the entry.
- After the entry is signed, the descriptions are locked. In an entry closed without a signature (see Without a signature), only the entry's author, the administrator and the people selected under Úprava denních záznamů za ostatní add and edit descriptions.
- A description with the Výkazy (Work reports) label comes from a work report note (if the company has switched on Propisovat poznámky do stavebního deníku (Copy notes to construction diary)). Editing or deleting the note is reflected in the diary.
Osoby (People)
- Dělníci (Workers) - the crew doing the work on site.
- Pracovníci THP (Technical and administrative staff) - technical and administrative staff (site manager, foreman, preparer…). In the diary export they are listed separately from the workers. One person cannot be in both fields.
- Počet pracovníků (Number of workers) - only if the company has switched it on in Nastavení firmy → Deník a stavby (Company settings → Diary and projects). For people without an account in the app, you enter rows of "trade or supplier + number" (e.g. electrical 3); the Přidat řádek (Add row) button adds another one. The description is optional, a row without a number is not saved, and the total is shown at the top.
- Pracovníci ze seznamu (Workers from the list) - only if the company has switched on Seznam pracovníků podle profesí (Worker list by trade) in Nastavení firmy → Deník a stavby (Company settings → Diary and projects). You pick people without an account from the company list; the options are sorted by trade and every name shows its trade (e.g. Petr Novák (welder)). The entry keeps the name and trade as they were that day, so later changes to the list do not alter it. The preview and the PDF list the workers by trade with a count, e.g. "Svářeč (2): Petr Novák, Karel Svoboda". In the mobile app from version 1.0.62.
- Subdodavatelé (Subcontractors) - companies from Contacts.
On the Company and All for business plans, only users with the job contract type Employee are offered in Dělníci and Pracovníci THP. If the selection is empty, the form says so and links to the user settings.
Materiály (Materials)
The + button adds a row with the fields Název (Name), Množství (Quantity) and MJ (Unit). An item taken over from a delivery note has a Z dodacího listu (From delivery note) link below it with the date and supplier.
Mechanizace (Machinery)
A selection of equipment from the Equipment register and a Poznámky (Notes) field. Equipment can also be added here from work reports or by importing from the calendar.
Počasí (Weather)
Rows with the fields Čas (Time) and Popis počasí (Weather description). The weather is loaded automatically based on the project's ORP (municipality with extended powers), so fill it in in the project settings. Without an ORP, the tab warns that automatic weather does not work.
- For today, a row with the current hour is added when the entry is opened.
- With the Počasí v deníku po hodinách (Hourly weather in diary) setting, a row is added for each company time, also for a day filled in retrospectively. For today, only the times that have already passed.
- The + button adds a row with the current time. After the time is changed, the weather is loaded again.
- An automatically loaded weather description cannot be overwritten, but the time can. A saved row can no longer be edited, only deleted. Weather is not loaded for future days.
Fotografie (Photos)
Drag photos into the window or select them. Each photo has a Popis (Description), a V ostré verzi deníku (In the final diary version) switch and information about the author and upload time. The magnifying glass enlarges the photo.
Only photos with this switch on make it into the PDF export, the photo gallery in the diary preview and the ZIP with photo documentation. Anyone from a different company than the author of the photo (for example the investor, TPI or the contractor in a subcontractor diary) also sees only these photos in the entry.
Soubory (Files)
Any attachments for the day (reports, drawings…). Images and PDFs can be viewed directly in the app; other files are downloaded.
Ostatní záznamy (Other records)
Separate records for the day with their own signatures, for example a request for inspection, a notice of defects or a site handover. Unlike the rest of the entry, they can always be added, even to a signed day, and external participants add them too.
- In the Ostatní záznamy tab, click Přidat záznam (Add record).
- Fill in Typ záznamu (Record type; your own name), Textová část (Text part) and, if needed, Přílohy (Attachments).
- In the Podepisující osoby (Signers) part, tick the diary participants. The author is always among the signers. The Přidat jinou osobu (Add other person) button adds a person outside the app by name.
- Optionally tick Odeslat výzvu e-mailem podepisujícím osobám (Send email request to signers).
- Click Vytvořit záznam (Create record).
In the list, each record shows the author's role, the type and the signature status (e.g. 1/3 Čeká, 3/3 Podepsáno, meaning waiting and signed). In the detail, you sign with the Podepsat (Sign) button, and you send a reminder to a colleague with an account with the Odeslat výzvu (Send request) button. Anyone who has an account in the app always signs themselves after logging in. Another person without an account signs on the spot in the mobile app: open the detail of the other record, tap Sign next to their name and let them sign on the phone's display. Or send them a link with the Sdílet (Share) button next to their name, on the web also as a QR code. The link opens a page with the record where they sign without logging in, only once.
- An other record can be edited or deleted by its author, the site manager or the administrator, and only as long as nobody has signed it. Others do not see the buttons.
- On the Dashboard, via + → Add diary record, you select the diary and a type from the list: Handover and takeover of the site, Request for inspection, Suspension / Resumption of work, Permission to cover structures, Inspection, Notice of defects and unfinished work, Instruction to stop work, Site inspection, Other. Depending on the type, the form offers photos and attachments.
- What is waiting for your signature is on the Dashboard in the For approval part, on the Other records tab. For a record of the Notice of defects and unfinished work type, a signer can Return for completion there and give a reason.
- In the PDF export, each other record has its own page with signatures.
Writing with AI
The Generovat zápis pomocí AI button in the Základní tab writes a draft description of the work.
- For a new day, it works from your draft description, photos (at most 10) and materials; for a day that already exists, from the photos and materials. The AI also takes into account the diary entries from the last 7 days.
- The button becomes active only when there is something to write from.
- The Stručný zápis switch (on by default) limits the description of activities to about 400 characters.
- You see the result in the AI vygenerovaný text (AI-generated text) window and choose Přidat na konec (Append to end), Nahradit text (Replace text) or Zrušit (Cancel). The text is inserted into your main daily description, and you can edit it before saving.
Writing with AI is available in all plans, including the Diary plan. On the free Diary plan it is free of charge; on Diary+ and on the Company and All for business plans, the actual consumption is charged according to the price list, once a month together with the plan. The administrator can turn it off in Nastavení firmy → AI služby (Company settings → AI services) with the Deník – AI zápisy (Diary – AI entries) switch (on Diary+ there is also a consumption overview there); with the switch off, the button is not in the form.
Copying from the previous day
When little changes from one day to the next, you do not have to fill in the entry again. The Kopírovat z předchozího dne (Copy from previous day) button below the date selection opens a window where you choose the day and the parts to transfer. The days offered are days of the same diary before the selected day that have an entry; the nearest one is preselected. All parts are checked in advance:
- Základní (Basic): your own main daily description. Descriptions by other authors and descriptions taken over from work report notes are not copied.
- Osoby (People): workers, technical staff (THP), listed workers, the worker count and subcontractors.
- Materiály (Materials): manually entered items. Items from delivery notes are not copied and stay in the target day.
- Mechanizace (Machinery): machines are added to those already selected, the notes are replaced.
- Počasí (Weather): only the measurement times. The values are loaded for the new day according to the project's ORP.
Photos, files and other records are not copied. If the entry already contains data, the app asks before overwriting it. The copied data is only filled into the form and is saved together with the entry, including the copied daily description. The button is only shown on an entry you are allowed to edit; a signed entry does not have it.
Signing and approval
| Status | Meaning |
|---|---|
| K podpisu (To be signed) | The entry is waiting for a signature. In the table, the status shows the name of the person who signs. |
| Čeká na podpis zhotovitele (Awaiting contractor's signature) | Only a subcontractor diary with two-phase signing: the subcontractor has signed, the contractor's signature is pending. |
| Uzavřený (Closed) | A signed or automatically approved entry. It is locked. |
The entry is signed by the project's site manager. When the entry is created, the site manager receives a notification according to their notification settings.
- In Daily entries, switch on the To be approved by me filter, or open Dashboard → For approval → Daily entries.
- In the entry's row, click the Sign icon.
- Draw your signature in the Signature field (Sign again clears the field) and click Potvrdit (Confirm).
In subcontractor diaries, signing follows the diary settings: Subcontractor only, Main contractor only or Both (2-phase signing). With two-phase signing, the subcontractor signs first and the contractor then confirms the entry with the Sign (contractor's second signature) action. See Diary management.
Without a signature
In Nastavení firmy → Deník a stavby (Company settings → Diary and projects), signing can be switched off:
- Automatické schválení denního záznamu (Automatic approval of daily entry) - the entry is closed as soon as it is saved. This also applies to a day that the app creates itself from a work report, an uploaded photo, an other record or photo synchronization.
- Automatické schválení denního záznamu z výkazu (Automatic approval of daily entry from work report) - the entry is closed when you approve the first work report of that project for that day. Further work reports from the same day are not copied into the already closed entry.
Neither option applies to subcontractor diaries. People and equipment from further work reports are not added to a signed or closed day.
In an entry closed without a signature (with either option), the entry's author and the administrator can still add and edit the main daily description, each their own. People selected under Úprava denních záznamů za ostatní have the same options here as the entry's author and can also edit someone else's description. Only they can delete a description in it too (their own, and whoever is also the project's site manager, other people's as well). Changes are recorded in the Change history. Other colleagues (not even a site manager who did not create the entry) cannot add or edit their description in such an entry. In the mobile app, you cannot add, edit or delete a description in an already closed entry; this can only be done on the web. The exception is a description written directly when creating an entry with automatic approval, which is saved.
Not even its author can change a closed entry (except for the main daily description in an entry closed without a signature). Only the administrator can edit it after unlocking it with the lock icon. Saving the change returns the entry to the K podpisu status and it must be signed again (in a company with automatic approval, it stays closed).
Editing and deleting
- The author edits their entry until it is signed. The administrator can edit any entry.
- In a locked entry, weather and material rows cannot be deleted.
- The administrator can Delete any entry; others only their own unsigned entry. External participants cannot delete anything.
- In the table, the administrator has a Koš (Trash) switch with the deleted entries. The Obnovit výběr (Restore selection) button restores the selected entries, and the Smazat výběr (Delete selection) button deletes several entries at once. A restored entry is in the state it was in before the deletion (a signed entry stays signed), and only the people, subcontractors and photos that were deleted together with it come back; whatever someone removed earlier is not restored. Entries deleted before 28 September 2026 are restored as K podpisu (To be signed) with all people and photos.
- The prompt when deleting the main daily description only asks for confirmation; a deleted description is no longer shown in the app.
The Daily entries table
The table has the columns Date (the day of the entry), User (author), Project (diary name) and Status. A user with the basic User role does not see the User and Status columns.
- The administrator sees the entries of the whole company. Others mainly see their own entries, entries waiting for their signature and entries of diaries they have access to. You can conveniently go through a whole diary in Diary records or in the diary preview.
- Filters: Diary records (one diary), Osoba (Person; the person is among the people in the entry), To be approved by me, Koš (administrator only) and period. A user with the basic User role only has the period filter.
- Row actions: Show detail (the entry on a separate page; you can send the link to a colleague), Sign, Edit and Delete.
Mobile app
In the mobile app, on the Diary tab, you select a diary and open a day. The entry has the same tabs as on the web; you add photos directly from the camera or gallery, and writing with AI, the main daily description, other records and signing all work too. The Materials tab has a list of the project's delivery notes for that day, and you can also add a delivery note from there. Deleting follows the same rules as on the web. Copying from the previous day is opened with the copy icon in the entry header.