Opening a Site Diary

To access the Site Diary:

1. Navigate to the Site Diary module from the main menu.
2. Select the relevant Job or Site to open the diary for.
3. Click New Entry to create a new Site Diary record, or select an existing entry to edit.

When you open a Site Diary entry for the first time, Prestartr will automatically fetch timesheet and scheduler data. You do not need to manually refresh — the data loads on initial entry.

The Labour Subform

The Labour Subform within the Site Diary is where you record employee hours for the day. Key features include:

Automatic Prefill from Scheduler

When employees are allocated to a job via the Scheduler, the Site Diary will automatically prefill:

• Employee Name — pulled from the Scheduler allocation record.
• Job Field — prefilled based on the allocation's linked job.

This ensures the Labour Subform is pre-populated with the correct team members without requiring manual data entry.

Total Hours Calculation

The Total Hours field in the Labour Subform updates dynamically as you enter start and end times for each employee. The calculation reflects the actual hours worked in real time.

The Hours Left field displays the remaining hours based on the allocated or budgeted time for the day.

Cost Code Selection

When assigning cost codes in the Site Diary, the dropdown is sorted in logical code order for quick selection.

Bulk Editing Labour Records

For sites with many workers, use the Bulk Edit feature to update multiple labour records at once:

1. In the Labour Subform, click the Bulk Edit button.
2. The Bulk Edit modal will open, displaying all labour entries for the current diary.
3. Within the modal, you can edit the following fields:
   • Total Hours — the formula-calculated total for each employee.
   • Hours Left — the remaining hours for the allocation.
   • All other standard labour fields (start time, end time, cost code, etc.).
4. Make your changes and click Save to apply them to all selected records.

Additional Site Diary Sections

Contractor Field

The Contractor field allows you to record third-party contractor details for the day. Enter the contractor company name and any relevant notes.

Signature Field

The Signature field follows the standard Prestartr design. Click into the field to open the signature pad, draw your signature, and confirm.

Delays and Incidents

The Delays and Incidents sections use show/hide logic:

• Select Yes to expand the section and record delay or incident details.
• Select No to collapse the section if there were no delays or incidents for the day.

Validation and Error Messages

The Site Diary enforces validation rules to ensure data integrity before submission:

• Mandatory field validation — if required fields are left empty, a validation message will appear identifying the missing information.
• Conditional logic — certain fields only appear based on your selections (e.g., Delays and Incidents sections).
• Employee-specific warnings — when submission issues are detected, the warning message will clearly display the affected employee's name so supervisors can quickly identify and resolve the issue.

Submission Workflow

When you are ready to submit a completed Site Diary:

1. Review all sections of the diary for completeness.
2. Click Submit.
3. The system will validate all fields. If any errors are found, you will see a message identifying the issue and affected employee.
4. Once successfully submitted, the Site Diary status changes from Draft to Submitted.

Tips

• Data from the Scheduler and Timesheets loads automatically when you first open a Site Diary entry — no need to click refresh.
• Use Fetch Data for Prefill if you need to pull updated data after changes have been made in the Scheduler.
• Use Bulk Edit for efficient updates when managing large teams on site.
• Always review validation messages before re-submitting — the system will identify the specific employee and field causing the issue.