Skip to content
Contact Us
  • There are no suggestions because the search field is empty.

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 2025

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: Swipe between tabs or use the horizontal tab menu

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 (optional, but required to create Billing Reports)

   

⚠️ 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 client company details input, click "+ Add" 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 "Update" to save


💡 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.

Setting Up Labour Positions:

1. Navigate to the Labour tab

2. Click "+ New" to add a position  

     
 

3. Enter the Position name (e.g., "Project Manager", "Tradesman", "Apprentice")

4. Units are locked to "hr" for labour resources

5. Add Standard Rate and Overtime Rate (web only, for billing reports)

6. Click "Update" to save

Advanced Setup (Adding Worker Names):

1. Select a position and click "Advanced Setup"

2. Click "+ New" to add individual workers

     
 

3. Enter the worker's Name and assign their Position

4. Click "Add" to save

 
  

🎯 Key Point: Simple Labour tracks positions only (e.g., "3 Tradesman at 8 hours"). Advanced Labour tracks individual workers by name and their hours

📱 Mobile Note: Rates for each can only be viewed/edited on the web application

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. Enter the equipment details:

  • Name: Clear description (e.g., "1.8 Excavator", "20T Crane")
  • Unit: Choose "hr" (hourly) and/or "day" (daily) rates

4. Add Rate information (web only)

5. Click "Update" to save

🎯 Key Point: If you setup resources with units for both hourly and daily, either can be selected when filling out a sheet

💡 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 material details:

  • Name: Clear material description (e.g., "Flooring Glue", "Form Ply")
  • Unit: Choose from various options (pcs, sheet, L/M, M2, kg, etc.), with multiple unit types for each on the one sheet if desired

4. Add Rate per unit (web only)

5. Click "Update" to save

🎯 Key Point: Materials have the most unit options to accommodate different measurement types 

💡 Pro Tip: Choose from industry-standard units that clients expect on daywork documentation for respective materials

Step 7: Configure Rate Items

Set up composite work rates measured by area, volume, or other units.

1. Navigate to the Rate Items tab

2. Click "+ New" to add a rate item

     

3. Configure the rate item:

  • Service Category: Group similar work types (e.g., "Drilling", "Cutting")
  • Service Name: Specific work description (e.g., "10mm hole", "Concrete")
  • Unit: Choose measurement type (m³, sqm, L/M, tonne, etc.)

4. Add Rate per unit (web only)

5. Click "Update" to save

🎯 Key Point: Rate Items are for composite work combining labour, plant, and materials into a single measured rate

💡 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

Still Need Help?

If this article didn't solve your issue: