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Adding Your First Job in Dayworkbook

Platform: Both (Web Application and Mobile App)
User Type: Org Admin / Admin + Billing / Admin
Difficulty: Beginner
Estimated Time: 5 minutes
Last Updated: October 2026

Quick Summary

Learn how to create a job in Dayworkbook for unquotable construction work. This includes selecting a client from your Directory, choosing the Client Reps who will sign daywork sheets, and controlling which users can access the job. Jobs hold all the daywork sheets and billing reports for a project.

What You'll Learn

  • How to create a new job and select a client from your Directory
  • How to choose the Client Reps who will sign daywork sheets for the job
  • How to give all users access, or restrict access to selected users only
  • How user roles affect who can create jobs, work on them and see job costs
  • What you'll see on the job page after it's created

Before You Start

Prerequisites:

  • A Dayworkbook account with the Org Admin, Admin + Billing or Admin role. These roles can manage jobs. Standard and Read Only users can't create jobs.

You'll Need:

  • A job title (project name)
  • Your job reference, if you use one (optional)
  • The client and the Client Rep(s) who will sign daywork sheets for this job. If they're new, have the client's company details and each Client Rep's contact details ready.
  • A list of the team members who need access, if you want to restrict access

Who Can Do What with Jobs:

  • Org Admin: The account holder. Has full access to all features, including subscription, payment and billing, and can access every job regardless of job-level restrictions.
  • Admin + Billing: Can do everything an Admin can. Can also view all costs and configure rates in the Directory, and can use Compile if the add-on is active on your subscription.
  • Admin: Can manage jobs, the Directory, user access and job-level permissions. Can't view costs or financial data, and has no access to Compile.
  • Standard: Can create and manage daywork sheets within the jobs they've been given access to only.
  • Read Only: Can view daywork sheets within the jobs they've been given access to, but can't create or edit anything.
  • Inactive: Can't log in and has no permissions. Their data stays on your organisation's account.

Step-by-Step Instructions

Step 1: Start a New Job

Web App:

  1. Click the Jobs icon in the top navigation bar to open the Jobs page.
  2. Click the + New button in the top right of the jobs list.
  3. The Create New Job page opens with the Add New Job form.

    

Mobile App:

  1. Tap Jobs in the bottom navigation bar.
  2. Tap the + New Job button at the bottom of the Jobs screen.

🎯 Key Point: Jobs in Dayworkbook are for projects where you're completing unquotable work that needs resource tracking and client approval.

⚠️ Watch Out: Only Org Admin, Admin + Billing and Admin users can create jobs. If you don't see the option to add a job, check your role with your Org Admin.

Step 2: Enter Job Details

Complete the Add New Job section:

  1. Job Title (required): Enter a clear, descriptive project name (e.g. "Oakwood House Renovation").
  2. Job Ref. (optional): Enter your own job or project reference.
  3. Client (required): Select the client from the dropdown. If the client isn't listed, add them from the Client dropdown and they'll be saved to your Directory

 

🎯 Key Point: You don't enter a job number. Dayworkbook numbers jobs in sequence automatically, and the number shows in the Job No. column on the Jobs page.

💡 Pro Tip: Use job titles that both your team and your client will recognise straight away.

💡 Pro Tip: Clients you add while creating a job are saved to your Directory, so they're ready to select for future jobs.

Step 3: Select Client Reps

Choose who will sign daywork sheets for this job:

  1. In the Select Client Reps section, open the Client Rep dropdown.
  2. Tick each Client Rep who will sign daywork sheets for this job. Selected reps show as ticked tags below the dropdown (e.g. "2 selected").
  3. If the Client Rep you need isn't listed, add them from the Client Rep dropdown. They'll be saved against the client in your Directory.       

🎯 Key Point: The Client Reps you select here are the ones available to sign daywork sheets for this job. At least one Client Rep is required to save the job.

💡 Pro Tip: Select more than one Client Rep so there's always someone available to sign when your main contact is away.

Step 4: Choose User Access

Set which of your team members can access this job:

  1. In the Select Users section, choose one of the following:
    • All users can access this project. Everyone in your organisation can access the job.
    • Restrict access to select users only. Only the users you choose can access the job.
  2. If you restrict access, use the Name dropdown (Select User) to choose the users who need access. Each user's role (e.g. Standard, Org Admin) is shown beside their name.

🎯 Key Point: Job access decides which jobs each user can work in. What they can do inside the job depends on their role:

  • Standard users can create and manage daywork sheets in this job.
  • Read Only users can view daywork sheets in this job, but can't create or edit anything.
  • Admin + Billing and Admin users are also subject to job-level access restrictions.
  • Org Admins can always access every job, regardless of the access setting.

💡 Pro Tip: If you restrict access, make sure every field worker or foreman who needs to create sheets for this job is selected. Standard users can only work in the jobs they've been given access to.

💡 Pro Tip: You can change access later from the job page using the Job Access Settings button (see Understanding the Results).

Step 5: Save the Job

  1. Review the job title, client and Client Rep selections.
  2. Click Save at the bottom of the form.
  3. Your new job is created and appears in your Jobs list.

💡 Pro Tip: Double-check your client and Client Rep selections before saving, as these determine who signs your daywork sheets.

Understanding the Results

After creating your job, open it from the Jobs page. You'll see:

  • Job header: The job title, job number (e.g. JB 00008), client name and creation date.
  • Status: Jobs show as In Progress and can be changed to Completed using the status dropdown. (Needs confirmation: that new jobs always start as In Progress.)
  • Summary cards: Total Sheets, Earned Value of Work, Average Sheet Value, Awaiting Approval and Est. Revenue Pending. These will be zero until sheets are created.
  • Tabs: Daywork Sheets and Billing Reports.
  • Action buttons: + New Sheet to create a daywork sheet, plus Compile and Bill for working with existing sheets.
  • Job tools (Web App):
    • The pencil icon opens Edit Job, where you can change the Job Title, Job Ref. and Client Reps.
    • The user icon opens Job Access Settings, where you can switch between All Users and Restricted Access.
    • Set Job-Specific Rates lets you set rates for this job.
  • Job tools (Mobile App): The pencil icon to edit the job and the Client Reps button to view the job's Client Reps.

🎯 Key Point: What you see on the job page depends on your role:

  • Org Admin and Admin + Billing users can see cost and value information.
  • Admin users can't view costs or financial data, and don't have access to Compile. 
  • Compile is available to Admin + Billing users only when the Compile add-on is active on your subscription.

Troubleshooting Common Issues

Problem: Can't find the option to create a job
Cause: Your role is Standard or Read Only. Only Org Admin, Admin + Billing and Admin users can create jobs.
Solution: Ask your Org Admin or an Admin to create the job for you, or ask your Org Admin to review your role in Settings > Team & Access.

Problem: Client not appearing in the dropdown list
Cause: The client hasn't been added to your Directory yet.
Solution: Add the client directly from the Client dropdown while creating the job. If the client already exists, refresh the page and try again.

Problem: Can't select a Client Rep
Cause: No Client Reps have been added for the selected client.
Solution: Add a Client Rep directly from the Client Rep dropdown while creating the job. You can also add Client Reps any time from Directory > Clients. Client Rep is a required field.

Problem: User not available for selection
Cause: The user hasn't been invited yet, hasn't accepted their invitation, or has been set to Inactive. Inactive users can't log in.
Solution: Check Settings > Team & Access. Confirm the user has been invited, check Pending Invitations (Mobile App), and make sure their role is not set to Inactive.

Problem: A team member can't see the new job
Cause: The job is set to restricted access and they weren't selected.
Solution: Open the job and use Job Access Settings (Web App) to add the user, or choose All Users.

Problem: A team member can see the job but can't create daywork sheets
Cause: Their role is Read Only. Read Only users can view sheets in their assigned jobs but can't create or edit anything.
Solution: If they need to create sheets, ask your Org Admin or an Admin to change their role to Standard or higher in Settings > Team & Access.

Problem: Job costs, values or Compile aren't showing
Cause: Admin users can't view costs or financial data and don't have access to Compile. Compile also requires the add-on to be active on your subscription.
Solution: If you need to see costs, ask your Org Admin about the Admin + Billing role. If you're an Admin + Billing user and Compile is missing, check with your Org Admin that the Compile add-on is active.

Problem: Job won't save
Cause: A required field is incomplete, or there's a network connectivity issue.
Solution: Check that Job Title, Client and Client Rep are all completed, and that you have a stable internet connection. Refresh and try again if the issue continues.

 

What's Next?

With your job created, your next steps are:

  • Create your first daywork sheet: Record the works, labour, plant and equipment, materials and rate items for the day.
  • Set job-specific rates: Use Set Job-Specific Rates if this job uses different rates to your standard Directory rates. (Needs confirmation: which roles can set job-specific rates.)
  • Invite additional team members: Add users in Settings > Team & Access, choose the right role for each person and give them access to the job.
  • Get sheets signed: Send daywork sheets to your selected Client Reps for approval.

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