---
title: Setting Up Your Directory
description: "Platform: Both | User: Org Admin/Admin | Difficulty: Beginner | Time: 20 min\n Complete configuration of clients and the four resource types for organizational use."
---
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20 September 2026
# Setting Up Your Directory
**Platform:** Both (Web Application and Mobile App)
**User Type:** Org Admin / Admin
**Difficulty:** Beginner
**Estimated Time:** 20 minutes
**Last Updated:** September 2026
---
### **Quick Summary**
Configure your Dayworkbook Directory with clients and resources to enable efficient daywork sheet creation. This central database stores all organisation-specific information needed for professional daywork documentation and billing.
### **What You'll Learn**
- Set up Clients and Client Representatives for project assignments
- Configure the four resource types: Labour, Plant & Equipment, Materials, and Rate Items
- Understand the difference between Simple and Advanced labour tracking
- Import and export resource data using Excel templates
- Generate professional Schedule of Rates documents for clients
### **Before You Start**
**Prerequisites**:
- Completed Dayworkbook account setup
- Org Admin or Admin user permissions
- Basic understanding of your construction resources and typical clients
**You'll Need**:
- List of current and potential clients
- Contact details for Client Representatives who approve daywork
- Inventory of labour positions, equipment, materials, and rate items
- Pricing information for billing reports (optional, web-only)
### **Step-by-Step Instructions**
#### **Step 1: Access the Directory**
1\. Navigate to **Directory** from the main menu (web: top navigation, mobile: bottom tab bar)
2\. You'll see five tabs: **Clients**, **Labour**, **Plant & Equipment**, **Materials**, and **Rate Items**
3\. Start with the **Clients** tab as this is required for creating jobs
**🎯 Key Point**: The Directory is your central database - set it up thoroughly to streamline daywork sheet creation
**📱 Mobile Note:** The tab strip scrolls horizontally — swipe left/right to reach tabs off-screen
#### **Step 2: Set Up Your Clients**
Clients are the companies that engage your organisation for daywork.
1\. Click the **Clients** tab
2\. Click **"+ New"** to add your first client
3\. Complete the client form:
- **Company Name**: Full business name as it should appear on daywork sheets
- **Tax Identification Number (TIN)**: ABN, VAT number, or equivalent
**⚠️ Watch Out:** Client company names appear on all daywork sheets, so ensure professional accuracy.
#### **Step 3: Add Client Representatives**
Client Reps are individuals who sign off daywork on behalf of clients.
1\. With the client's details open, click **"+ Add Rep"** in the Client Reps section
2\. Enter the representative's details:
- **Name:** Full name as it should appear on signatures
- **Phone:** Mobile number to quick call and for SMS notifications (optional)
- **Email:** Required for email approval workflows
3\. Click **"Add"**, then **"Save"** on the client record
**💡 Pro Tip:** Add multiple Client Reps per client to ensure someone is always available for approvals.
**🎯 Key Point**: Client Reps don't need Dayworkbook accounts - they approve via email links or in-person signing
#### **Step 4: Configure Labour Resources**
Labour represents your workforce positions and workers, split across two tabs: **Simple** and **Advanced**.
**Setting Up Labour Positions (Simple):**
1\. Navigate to the Labour tab — it opens on Simple by default, described as "Labour positions for quick and bulk entry"
2\. Click **"+ New"** to add a position
3. Complete the **Add New Labour Position** form:
- **Position Name** (e.g. "Project Manager", "Tradesman", "Apprentice")
- **Rate Per Hour** (Web only)
- **Overtime Rate** (Web only)
4\. Click **"Add Labour Position"**
**Advanced Setup (Adding Worker Names):**
1\. Switch to the **Advanced** tab — described as *"Names of labour with option for start/finish times"*
2\. Click the **"+"** next to an existing position (or **"+ New"** to start a fresh position and staff member together)
3\. In the **Add New Labour Staff** form, enter the worker's **Name** (Rate Per Hour and Overtime Rate are pre-filled from the position, Web only)
4\. Click **"Add Staff"**
**🎯 Key Point:** Simple Labour tracks positions only (e.g. "3 Tradesman at 8 hours"). Advanced Labour tracks individual workers by name against a position, with the option to record start/finish times.
**📱 Mobile Note:** Rates for each position/worker can only be viewed or edited on the web application — the mobile lists and forms show names only, no pricing.
#### **Step 5: Configure Plant & Equipment**
Set up machinery, tools, and equipment for daywork tracking.
1\. Navigate to the **Plant & Equipment** tab
2\. Click **"+ New"** to add equipment
3\. Complete the **Add New Equipment** form:
- - **Equipment Name** (e.g. "1.8 Excavator", "20T Crane")
- **Unit** — a single unit per entry (e.g. "hr" or "day")
- **Rate** (Web only)
4\. Click **"Add Equipment"**
**🎯 Key Point:** Each equipment entry stores one Unit and one Rate.
**💡 Pro Tip #1**: Only setup your resource items with units that you want to bill against e.g. if you invoice on hourly rates, don’t add the option to charge for a resource on a daily rate
**💡 Pro Tip #2**: Use specific equipment names that clients will easily recognise on daywork sheets
**⚠️ Watch Out**: Plant & Equipment doesn't have overtime rates like Labour
#### **Step 6: Set Up Materials**
Configure supplies and consumables used in your projects.
1\. Navigate to the **Materials** tab
2\. Click **"+ New"** to add a material
3. Complete the **Add New Material** form:
- **Material Name** (e.g. "Flooring Glue", "Form Ply")
- **Unit** — e.g. Linear Metre, Cubic Metres, Box, Set, Each, Tonne
- **Rate** (Web only)
4\. Click **"Add Material"**
**🎯 Key Point:** Materials support a range of full-word unit types (e.g. Linear Metre, Cubic Metres, Box, Set, Each, Tonne) to accommodate different measurement types.
**💡 Pro Tip:** Choose industry-standard units that clients expect on daywork documentation for each material type.
#### **Step 7: Configure Rate Items**
Set up composite work rates measured by area, volume, or other units. This is a **two-step process**: first create a Service Category, then add Service Items within it.
1\. Navigate to the **Rate Items** tab
2\. Click **"+ New"**
3\. Enter the **Category Name** (e.g. "Drilling", "Demolition Works")
4\. Click **"Add Rate Item"**
**Adding a Service Item to a Category:**
1\. Open the category (or use its **"..."** menu) and choose to add a new item
2\. Complete the **Add New Service Item** form:
- **Service Category** — pre-filled from the category you're adding to
- **Service Item Name** (e.g. "10mm Hole", "Partition Wall Construction")
- **Unit** — e.g. m², item, hr, Lm
- **Rate** (Web only)
3\. Click **"Add Service Item"**
**🎯 Key Point:** Rate Items are for composite work combining labour, plant, and materials into a single measured rate, organised by Service Category.
**💡 Pro Tip:** Group Rate Items by service category for easier selection during sheet creation.
#### **Step 8: Import/Export Data (Optional)**
For bulk data entry or backup purposes:
1. On any resource tab, click **"Import XLS"** to upload Excel data
2. Download the template file first to see the required format and input data into this file
3. Click **"Export"** to download current resource data
4. Use **"Download Schedule of Rates"** to generate a professional PDF with all resource pricing for sharing with your client (web only)
**⚠️ Watch Out**: Import functions require specific Excel formatting - always use the provided templates
### **Understanding the Results**
After completing your Directory setup, you should have:
- All current and potential clients configured with contact representatives
- Complete labour position structure (with or without individual worker names)
- Full inventory of plant and equipment with appropriate rate units
- Materials list with correct measurement units
- Rate items organised by service categories for composite work
- Professional Schedule of Rates PDF available for client distribution
Your Directory now serves as the foundation for efficient daywork sheet creation and professional client documentation.
### **Troubleshooting Common Issues**
**Problem: Can't save client information
Cause**: Required fields incomplete or special characters in company name
**Solution**: Ensure company name and tax ID are completed. Use only standard business punctuation in company names.
**Problem: Client Rep email bouncing back
Cause**: Invalid email address or typos in email field
**Solution**: Verify email address accuracy. Test by sending a regular email to confirm the address works.
**Problem: Labour positions not appearing in sheet creation
Cause**: Positions may not be saved properly or browser cache issues
**Solution**: Refresh the page and check the Labour tab shows your positions. If missing, re-add and ensure you click "Update".
**Problem: Can't see rates or pricing information
Cause**: Rates are only visible and editable on the web application
**Solution**: Switch to the web version of Dayworkbook to view and edit all rate information.
**Problem: Import Excel file failing
Cause**: File format doesn't match template requirements
**Solution**: Download the import template first, copy your data into the exact format provided, and ensure no extra columns or formatting.
**Problem: Schedule of Rates PDF not generating
Cause**: No rate information entered or insufficient resource data
**Solution**: Add rates to your resources via the web application first. Ensure at least some resources have pricing information before generating.
### **What's Next?**
With your Directory configured, you're ready for:
1. **Create your first Job** - Assign it to one of your configured clients
2. **Add team members** - Invite users and set their access to specific clients/projects
3. **Create daywork sheets** - Use your configured resources for efficient documentation
4. **Generate billing reports** - Apply your rates to completed daywork for client invoicing
### **Related Articles**
- **[Adding Your First Job in Dayworkbook](https://help.dayworkbook.com/adding-your-first-job-in-dayworkbook?hsLang=en-au)**
- **[Creating a Daywork Sheet with Multiple Resource Types](https://help.dayworkbook.com/creating-a-daywork-sheet?hsLang=en-au)**
- [**User Access Management and Permissions**](https://help.dayworkbook.com/user-access-management-and-permissions?hsLang=en-au)
- **[Understanding Simple vs Advanced Labour Tracking](https://help.dayworkbook.com/understanding-simple-vs-advanced-labour-tracking?hsLang=en-au)**
### **Still Need Help?**
If this article didn't solve your issue:
- Check **[Adding Your First Job](https://help.dayworkbook.com/adding-your-first-job-in-dayworkbook?hsLang=en-au)** for guidance on using your configured clients
- Review **[Creating a Daywork Sheet](https://help.dayworkbook.com/creating-a-daywork-sheet?hsLang=en-au)** to see how Directory resources are used
- **[Contact support via website](https://dayworkbook.com/contact/)**or in-app chat
- Contact us via **[https://dayworkbook.com/contact/](https://dayworkbook.com/contact/)**
- [Platform Introduction](https://help.dayworkbook.com/platform-introduction?hsLang=en-au)
- [Getting Started](https://help.dayworkbook.com/getting-started?hsLang=en-au)
- [Resource Management](https://help.dayworkbook.com/resource-management?hsLang=en-au)
- [Client Interaction](https://help.dayworkbook.com/client-interaction?hsLang=en-au)
- [Account Management](https://help.dayworkbook.com/account-management?hsLang=en-au)
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