Buildlogic Pty Ltd

BUILDLOGIC DAY SHEETS – WEB VERSION

Do you need to use Day Sheets?   Do you know what Day Sheets are?

Days Sheets allow you to assign employees or contractors to your jobs on a daily basis and to notify them via SMS* or email.

If yes, please decide how many users are required to use Day Sheets and contact Buildlogic at sales@buildlogic.com.au with the number of users who require this access.   This is an add-on to the main Buildlogic application.    The monthly fee per user is $20.00 plus gst per web user.   This will be added to your monthly invoice.

1.1          Buildlogic Client Administrator function - once you have been notified that the license count has been added, please go to System/User and License and highlight the user and select Edit.   When the module list is displayed, highlight the module called Day Sheets and tick the box and select Save Changes.

From the Job dropdown, there will now be an additional option called Day Sheets.

1.2          Setting Up a Site Supervisor/User/Job                    

The Site Supervisor must be set up as a mobile user by the Buildlogic Client Administrator before they can be allocated to a job via Day Sheets.

Also, against the employee’s card in Contacts, there is an Active for day Sheets tick box plus a second box of what is the preferred contact method.

The contact method is either Email or SMS (SMS will be changed to push notifications in the future).

The job owner will need to highlight the Job, select Edit and go to the Detail tab and pick the Site Supervisor’s name from the dropdown list.   

Note:  This site supervisor field on set up of the Job, defaults to the Job Owner.

Also, for the Job to be active for Day Sheets the Active for Timesheet box must be ticked – on the Details tab/Other info section.

Note:  When a job is set up this tick box is ticked automatically.    If the job is no longer required for Days Sheets or is Archived, then this tick box needs to be unticked otherwise it will continue to show in Day Sheets.
 

All allocation of resources to jobs is done from one main screen.

Fields on this screen.

1. The first field is the date field.    This will default to tomorrow’s date.
2. Workers - on the left of the screen is a list of employees/contractors who are active for Day Sheets.
3. Under this list are 3 standard forms – Toolbox Talk, Pre-start and Site Diary.
4. The 2 blue arrows move employees/contractors onto jobs and remove them from jobs.
5. On the right side the first area is Template – with the information fields that will be pushed to the employee/contractor either via SMS* or email.
6. A list of jobs in alphabetical order with the Job’s Site Supervisor’s name and Phone number or and the Site Name &S Address.

Note:  If you use a Labour Hire company, the Email can group all the names for that company into one email to the labour hire company.     SMS is the preferred method.

For the Toolbox talk, if you click on the orange symbol next to it, a blank screen will open up where you can enter information you want site staff to be advised about.

To allocate workers to a job, select the workers by ticking the box next to their name and ticking the box next to the job you want them allocated too.

In this example, three workers were allocated to the job at the same time.   

If you don’t have the Add to more than 1 job ticked at the bottom of the Workers’ list, the names of those workers allocated will be removed from the Workers list, preventing you from allocating the same worker to more than one job by accident.

If you need to add a specific message for a worker, you can click on the Description field next to their name which opens up the field so you can input the information.

Also, if the start time needs to be changed you can click on this field and change the time.

Once you have allocated your workers and added any specific information in the description field you can select all by ticking the box in the top blue bar or by ticking select workers and hitting the green Send notifications button.    The SMS/Email will be sent and the Sent at and Delivery Status columns against each worker will be updated.

The worker will receive an SMS/Email message similar to the following.

At the bottom right of the screen is a section called other functions.    This allows you to change your view to Expand all Jobs, collapse all Jobs and Reset the whole day sheet job allocations so you can start again.

On the bottom left is an Excel symbol.     If you need to, once all the workers have been allocated to job, you can produce a spreadsheet for the day that shows the following information.

4.1   The job list in Site Diaries is driven by the Active for Timesheet flag against the job.    If you don’t need the Job any longer in the list please highlight the Job, select Edit button and on the Details tab under Other Info, untick the Is active for timesheets and then the Save button.

4.2   Maximum number of characters per SMS is 160.    This is a combination of the standard Template information and any specific information add to the description field for a user.

4.3   If you do a day sheet today, and then tomorrow open up the Day Sheets, the date will have changed and it will have maintained the same information as yesterday.    Handy if working on the same job every day.   You need to edit the new Day Sheet if required.

Depending on what has been set up for your site, the site supervisor may see the following on his mobile.