Work reports
Records of hours worked on projects, with approval, and transfer into project costs, invoicing and wages.
A work report records who worked, when, on which project and in which category. Once approved, the report is transferred into the project costs, into wages and, for projects invoiced by performance, into the invoicing documents as well. You'll find it in the menu under Attendance → Work reports, and in the mobile app on the Reports tab.
If the company has Časová kontrola docházky (Time-based attendance tracking) turned on in Nastavení firmy → Výkazy a docházka (Company settings → Work reports and attendance), the same place shows Attendance with the Work, Lunch, Departure buttons etc. instead of the list of reports. It is described on the Attendance page.
Who can report work
Access to the module is controlled by the Role for the Work reports module. A report can then be created by:
- the administrator and anyone who is set as the manager of a project (site manager),
- a subcontractor (in HR, Typ poměru (employment type) set to Subdodavatel (subcontractor)),
- an employee (in HR, Typ poměru set to Zaměstnanec (employee)). If the company turns on Kontrolovat smlouvy (Check contracts), the employee must also have completed onboarding (filled-in details and a contract).
Anyone who cannot report work has the Nemůže vykazovat (Cannot report work) label in the Users list. Clicking the label opens the user card with the field that needs to be filled in highlighted.
Creating a report
- Open Attendance → Work reports and click New report. The same button is on the Dashboard on the Work reports tab. Clicking a scheduled project event in the plan on the Dashboard opens a report already pre-filled with the project and category.
- Enter From and To, Date and Lunch. The time worked is calculated as you go.
- Select the Project and Category. Projects in the execution phase (Realizace) are offered. The project must have a manager and at least one category, otherwise the report cannot be saved.
- If you worked with a machine, turn on Show equipment? and select one or more machines (the + Stroj (+ Machine) button). The switch is visible only to users who have access to machines and permission for at least one machine.
- Optionally add photos and a note.
- Click Create. The report gets the status Čeká na schválení (Waiting for approval) and the approver receives a notification (unless the worker's reports are approved automatically).
What a report contains
- From / To - a new report is pre-filled with 07:00-17:00, or with the default times set by the company.
- Lunch - a choice of 0, 30 or 60 minutes, which are deducted from the time worked. If the company has Přičítání oběda (Adding lunch) turned on, there is a No lunch switch instead: when on, it means lunch was not taken and the set lunch length is added to the time worked.
- Project and Category - if the company has hidden categories in the report, the project's "Obecné" (General) category is saved automatically. The category may show a description and an infographic of the released budget usage (spent, remaining, hours reported), if the company has this turned on.
- Machines - one report can include several machines. Machines you have permission for are offered. For machines connected to the Patriot system, Machine hours and Machine hours status are filled in. The wage is calculated once per report, the machine cost separately for each machine.
- Report for - the administrator (and users the company allows) can create a report on behalf of another worker. The selected worker then becomes the author of the report, and the approver is determined by them.
- Note - only if the company has turned it on. It can also be copied into the construction diary as the day description with the "Výkazy" (Reports) label.
A report cannot be saved if it overlaps in time with another of your reports, if you have an absence (vacation, sick leave) reported in the plan at that time, or if the day belongs to a wage period that is already closed.
If you close the new report window or refresh the page, the app remembers the values you entered and offers to restore them the next time you open it.
Photos in a report
You can attach photos to a new report. They are saved in the construction diary of the project for the day of the report; the report itself does not hold them. The project must therefore have a diary set up, otherwise the app reports that the photos were not saved.
If the company has the Fotografie z deníku ve výkazu (Diary photos in the report) option turned on, the report detail (on the web and in the mobile app) has a collapsed Photos from the site diary for this report section with diary photos from that day. The administrator and the report's approver see photos from the whole day, others only their own. A photo can be opened enlarged and browsed. More photos can also be added later when editing the report; they are uploaded after saving. For an approved report, only someone who is allowed to unlock it can add them. Reports with diary photos have a paperclip icon next to the project in the list.
Weather report
If the company turns on Výkaz počasí (Weather report), the report has a Weather switch for a day when no work was done because of the weather. The times and lunch are locked, and the day goes into wages as hourly rate × coefficient × number of hours according to the company settings. If the company has selected a Režijní stavba pro počasí (Overhead project for weather), the report is assigned to it instead of the customer's project and is approved by that project's manager. A weather report may overlap with regular work and goes through the regular approval.
A new regular report also has the Zbytek dne je počasí (Rest of the day is weather) switch for when work was done only for part of the day. After saving, a second, supplementary weather report is created for the rest of the daily working hours. It is assigned to the overhead project for weather, if the company has selected one, and is approved separately.
Projects with a responsible person's signature
For a project with Fakturace dle výkonu (Invoicing by performance) turned on, the report is confirmed on site by the signature of the client's responsible person. The report has the name in Responsible person (full name) pre-filled and a signature field.
- A signed report is Schváleno (Approved) right away.
- By checking Sign later, the report is saved with the status Čeká na podpis (Waiting for signature) and signed later (the report's approver opens it in the list with the Sign button).
Approval
Who approves a report
The approver is determined when the report is saved, based on the author, in this order:
- Personal approver - on the user card (the Notifikace (Notifications) tab), Vybrat osobu (Select a person) is chosen in the Proces schvalování výkazů (Work report approval process) field, and the approver is selected in Osoby pro schvalování výkazů (People approving work reports).
- Team foreman - if the author is a member of a team that has Předák schvaluje výkazy členů (Foreman approves members' reports) turned on.
- Site manager of the project the report is for.
The Bez potřeby schvalování (No approval needed) option in Proces schvalování výkazů means that the user's reports are approved automatically as soon as they are saved.
If the company turns on Výkaz může schválit kdokoli z adminů (Any admin can approve a report), any administrator can approve a report in addition to the assigned approver.
A change of project manager, foreman or personal approver only affects newly saved or edited reports. Reports already waiting stay with the person they were assigned to.
How to approve
- You find pending reports on the Dashboard in the For approval section on the Work reports tab. A user who does not have the value Admin in the Práva (Rights) field has the queue there when a report is waiting for them, otherwise Last 5 reports. All approvers find them in the Work reports list. The administrator and whoever approves reports (manages a project, is a foreman or a personal approver) can turn on the To be approved by me filter there and see the author and status columns.
- Approve the report with the icon in the row, or open it and click Approve.
- The administrator can select multiple reports they are allowed to approve and use Approve selection.
In the mobile app, the Reports tab has a Bulk approval button when the list contains a report you are allowed to approve.
Approval locks the report and:
- the work is recorded in the project costs according to the worker's gross hourly wage (including wage surcharges), and for machines with machine hours, the machine cost as well,
- for a project invoiced by performance, the report is added to the Invoicing documents,
- the report is a basis for Wages,
- if the company has this turned on, the construction diary daily entry for that day is closed (see below).
Editing and deleting
- A report with the status Čeká na schválení or Čeká na podpis can be edited by the author, whoever reported it on the author's behalf, the report's approver and the administrator. A project manager who is not the approver (for example when the report is approved by a personal approver or a foreman) sees the report in the list but cannot edit it.
- A report can be deleted (Delete) before approval: by the administrator, the author or the report's approver. If the report is already in the invoicing documents, the app warns that it will be removed from them too.
- An approved report is locked. It can be unlocked and edited by its approver and by the people selected in the Zpětná úprava schváleného výkazu (Retroactive editing of an approved report) setting. After the edit, the report stays approved, only the wage is recalculated. Who made the edit and when is shown in the report footer.
- With Omezit zpětnou editaci výkazů (Limit retroactive editing of reports) turned on, a user who does not have the value Admin in the Práva field cannot create or edit a report older than the set number of days. Administrators and anyone who manages at least one project are not affected by this limit. The same limit applies to manual trips.
- With Zákaz výkazu do budoucna (No reports in the future) turned on, a report whose end is in the future cannot be saved. This applies to everyone, including administrators.
- A report cannot be created, edited or deleted in a period for which wages have already been closed.
List of reports
The administrator sees the reports of the whole company. Others see their own reports, reports they approve, reports from projects they manage, and reports they reported on behalf of others.
- The period filter is available to everyone and the list remembers it: when you come back via the menu, the last period is set until you change it or clear it with the cross. In the calendar, the first click starts a new range and the second one completes it. The administrator and whoever approves reports (manages a project, is a foreman, a personal approver or has a report waiting for them) also have the Person and Projects filters and the To be approved by me switch, and see the User, Status and Signature columns.
- For a pending report, the Status column shows the approver's name.
- Optional list display, turned on in Nastavení firmy → Výkazy a docházka:
- colour highlighting of reports on weekends, public holidays, for weather and sick leave, with a label next to the date. With a from–to filter, days of approved vacation and sick leave and public holidays paid without a report are added among the reports by date, so it is clear why a report is missing. These rows are read-only; the administrator sees them for everyone, others only their own,
- the Amount column (hours × the worker's rate including surcharges). The administrator and whoever manages wages (the editace (edit) or editace vlastních (edit own) level for the Wages module in their Role) see it for all reports, others only for their own,
- the day-of-week abbreviation next to the date, also in the list of days on the payslip.
In the detail of your own report (and of all reports, for whoever manages wages) there is a Mzdový rozpad (Wage breakdown) row if the worker has a rate set: hours × gross hourly rate, any weekend, holiday or night multiplier, and the resulting amount.
Link to the construction diary
In Nastavení firmy → Deník a stavby (Company settings → Diary and projects) you can turn on:
- Automatické přidání osoby do stavebního deníku (Automatically add the person to the construction diary) - when a report is created, the worker (and the machines from the report) are added to the daily entry of the project's diary. The daily entry is created if needed.
- Automatické schválení denního záznamu z výkazu (Automatic approval of the daily entry from the report) - as soon as you approve a report, the project's diary daily entry for that day is closed straight away.
More on the Construction diary page.
Company settings: Work reports and attendance
The administrator finds the settings in Nastavení firmy → Výkazy a mzdy → Výkazy a docházka (Company settings → Reports and wages → Work reports and attendance).
| Setting | What it does |
|---|---|
| Přičítání oběda | Instead of a deducted lunch, a No lunch switch; the set lunch length is added. You can set the switch's default state and the lunch length. |
| Výkaz může schválit kdokoli z adminů | Any administrator can approve a report in addition to the assigned approver. |
| Výchozí časy výkazu „práce od–do" (Default report times "work from-to") | Pre-filled times of a new report (07:00-17:00 if not set). |
| Poznámka ve výkazu (Note in the report) | Optional note field, optionally also Propisovat poznámky do stavebního deníku (Copy notes into the construction diary). |
| Popisky kategorií ve výkazu (Category descriptions in the report) | The project category description is shown in the report after the category is selected. |
| Výkaz počasí | The Weather and Zbytek dne je počasí switches, the Režijní stavba pro počasí (Overhead project for weather) option (used for both the full-day and the supplementary weather report). The coefficient and hours are set on the Mzdy (Wages) tab. |
| Skrýt kategorie ve výkazu (Hide categories in the report) | The category is not selected; "Obecné" is saved. |
| Uvolněný budget kategorií (Released category budget) | Infographic of category budget usage in the report. |
| Fotografie z deníku ve výkazu | Gallery of diary photos in the report detail and adding photos later. |
| Nahlašování za ostatní (Reporting on behalf of others) | Selected users may create reports on behalf of others (the administrator always can). Those who are in a team only for members of their own team. |
| Zákaz výkazu do budoucna | The end of work must not be in the future. |
| Zpětná úprava schváleného výkazu | Selected users may edit an approved report. |
| Omezit zpětnou editaci výkazů | Limit in days on how old reports a user may create and edit. |
| Kontrolovat smlouvy | An employee can report work only after completing onboarding. |
| Zvýraznit nestandardní dny ve výkazech (Highlight non-standard days in reports), Částka za výkaz v seznamu (Amount per report in the list), Den v týdnu u data výkazu (Day of week next to the report date) | Optional display of the list of reports. |
| Přehled zaměstnance v seznamu uživatelů (Employee overview in the user list) | The Users list gets an action with an overview of vacation, requests, reports and payouts for the year. |
| Časová kontrola docházky | Switches the company to Attendance with event buttons. |
Mobile app
On the Reports tab in the mobile app you can create reports (also from the Work report tile on Home), browse them with filters, approve them one by one or in bulk, and delete them. A report in the mobile app can do the same things as on the web: multiple machines, photos from the camera and gallery, the responsible person's signature, weather, the lunch switch, a note and the gallery of diary photos.
A worker for whom the administrator turns on Zobrazit report výkazů práce (Show work report overview) on the user card sees an overview of their hours worked and their payslips in the menu under Reports → Work reports. In the mobile app the overview of hours is in Work report; only the administrator sees payslips there. See Reports.
How work reports connect the system
Worker creates a report → Approver approves → Project costs + Invoicing documents + Wages (+ diary)
Related pages: Attendance, Vacation and sick leave, Wages, Rates and surcharges.