Quick Reference Guide for Field Workers

Platform: Mobile App (Primary) / Web Application
User Type: All Users
Difficulty: Beginner
Estimated Time: 2-5 minutes per task
Last Updated: September 2025

Quick Summary

Essential workflows and shortcuts for field workers to quickly create daywork sheets, handle approvals, and troubleshoot common issues while on-site. Keep this guide handy for efficient mobile operation.

What You'll Learn

Quick workflows for common daily tasks
Mobile app shortcuts and time-saving tips
Emergency troubleshooting for field conditions
Essential information for client interactions
Key steps without detailed explanations

Before You Start

Prerequisites:

Dayworkbook mobile app installed and logged in
Basic understanding of your job assignments
Directory resources already configured

You'll Need:

Mobile device with camera and internet connection
Job details and client information
Resource usage information for the day

🚀 QUICK WORKFLOWS

📱 Creating a Daywork Sheet (Mobile)

5-Step Process:

Tap "+" button → Select your Job
Choose Resource Types → Select Labour, Plant, Materials, Rate Items as needed
Enter Resource Details → Quantities, hours, descriptions
Add Photos → Before, during, after work shots
Submit for Approval → Choose Email or In-Person signing

⚡ Time-Saver: Pre-select common resource combinations for your trade

📧 Email Approval (2 minutes)

Complete Sheet → Review all entries
Select "Email" → Confirm Client Rep email
Send → One credit consumed immediately

✍️ In-Person Approval (30 seconds)

Present Device → Show completed sheet to Client Rep
Guide Review → Point out key work areas
Capture Signature → Client signs on screen
Confirm → Immediate approval status

📊 Quick Status Check

Credit Balance: Settings → Sheet Credits (check before creating sheets)
Approval Status: Jobs → Select Job → View sheet status
Last Sync: Pull down to refresh data

🔧 RESOURCE ENTRY SHORTCUTS

👷 Labour (Most Common)

Simple Labour (Position-based):

Position Selection: Choose from pre-configured list
Quantity Entry: Enter number of workers + hours
Standard & Overtime: Separate entry fields, overtime toggle at top
Notes: Add specific tasks performed

Advanced Labour (Individual workers):

Worker Selection: Choose from pre-configured list
Quantity Entry: Enter number of workers + hours
Start/Finish Times: Automatic hour calculation by clicking on clock icon (optional)
Break Duration: Subtract from total time
Standard & Overtime: Separate entry fields, overtime toggle at top. Overtime entry will deduct from auto-calculated standard hours

🚜 Plant & Equipment

Quick Entry Pattern:

Select Equipment → Quantity → Hours/Days
Standby Time: Include in sheet description if different from operating time

📦 Materials

Essential Info:

Quantity Used + Unit Type (sheets, kg, litres, m²)
Waste Factor: Include reasonable waste in quantity

📏 Rate Items

Composite Work:

Select Work Type → Quantity → Unit (sqm, m³, linear metre)
Common Examples: Concrete cutting (per metre), flooring (per sqm)

📸 PHOTO DOCUMENTATION

Essential Photo Types

Before Work: Site conditions, access challenges
During Work: Equipment in use, work methodology
After Work: Completed work, quality achieved
Progress: Multiple angles showing work stages

Photo Best Practices

Clear Captions: Describe what photo shows
Good Lighting: Use device flash in poor conditions
Multiple Angles: Show context and detail
Clean Lens: Check for dirt/fingerprints

🎯 Key Point: Photos are your best protection against disputes

⚠️ Watch Out: You can upload a maximum of 8x photos to each sheet

⚡ FIELD TROUBLESHOOTING

🚫 Can't Create Sheet

Check Credits: Settings → Sheet Credits & Payments (or check with an Admin)
Verify Job Access: Ensure you have permission for selected job
Internet Connection: Try switching Wi-Fi/Mobile data

📶 Poor Connection

Save Drafts: Work saves automatically
Photo Upload: Will sync when connection improves
Offline Mode: Most features work offline, sync later

🔐 Login Problems

Password Reset: Use "Forgotten password?" link
MFA Issues: Check authenticator app time sync
Account Locked: Wait 30 minutes or contact support

👥 CLIENT INTERACTION

Approval Method Selection

Use Email When:

Client prefers reviewing in own time
Complex work needing detailed review
Client not immediately available
Formal documentation required

Use In-Person When:

Immediate approval needed
Work requires explanation
Client prefers face-to-face interaction
Urgent project deadlines

Professional Presentation

Clean Device: Wipe screen before showing client
Organised Photos: Review photos before presentation
Clear Explanation: Summarise work performed
Answer Questions: Be prepared to explain resource usage

🎯 DAILY WORKFLOW CHECKLIST

Start of Day

Verify job assignment and client details
Test camera and device functionality
Confirm internet connectivity (offline mode available, sync at end of day with internet)

During Work

Take "before work" photos
Document progress with photos
Note any variations or challenges
Track resource usage accurately

End of Day

Take "after work" completion photos
Complete daywork sheet while details are fresh
Get client approval (email or in-person)
Verify sheet status shows "Approved"

Weekly Review

Check all sheets approved
Update any changed client contact details

📞 EMERGENCY CONTACTS

Technical Support

In-App Chat: Quickest way to connect with a Dayworkbook team member
Response Time: Within 24 hours
Include: Screenshots, device type, error messages

Billing Issues (for Org Admins)

Credit Problems: Check Settings → Payment History
Auto Top-up: Verify payment method current
Invoice Requests: Available in Settings

💡 PRO TIPS FOR FIELD EFFICIENCY

Speed Tips

Duplicate Sheets: Copy similar work from previous sheets
Voice Notes: Use voice-to-text for descriptions
Favourites: Mark frequently used resources
Batch Photos: Take multiple photos at once

Quality Tips

Consistent Naming: Use standard descriptions
Accurate Quantities: Measure don't estimate
Complete Information: Fill all relevant fields
Review Before Submit: Check for errors

Relationship Tips

Professional Presentation: Clean device, organised documentation
Proactive Communication: Explain variations before approval
Response Time: Aim for same-day approvals
Follow-up: Confirm approval received

🔗 Related Articles

Creating a Daywork Sheet (Detailed workflow)
Getting Daywork Sheets Signed (Approval methods)
Mobile App Troubleshooting (Technical issues)
Understanding Simple vs Advanced Labour Tracking

Still Need Help?

Check full articles for detailed guidance
Contact support via website or in-app chat
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