Site Staff DWR Entry

Creating a Daily Work Record on a phone at the end of the day: the Create form, the DWR Details tabs, signing and submitting, and which of the technician views holds the DWR afterwards.

Key Concepts

A Daily Work Record (DWR) is your timesheet for one day on one job, carrying the hours you and your crew worked, the equipment you ran and the materials you used. This page follows one DWR from the dashboard to the moment it reaches the job’s project manager, on the phone most technicians fill it in on; a computer works the same way.

Filing a DWR, step by step

  1. On the dashboard, in the Daily Work Records card, click Create New. The form opens titled Create, and the red stars mark the fields you have to fill in.

    The Daily Work Records card on a phone, with Create New marked
    Create New is where the day's DWR starts.
    A blank DWR create form on a phone, showing Date and Job
    The job decides the rest of the form: the tabs offer its line items and nothing else.

  2. Date: starts on today. Set it to the day the work happened, and create one DWR per day per job. Then pick the job in Job (Selecting a job will allow entry of Daily Work Record):; nothing else appears until you do.

  3. DWR Details: turns up below the job. Tap Job Details first: it is read-only and repeats the job’s number, client and billing details, so you can check you are on the right job.

    The Job Details tab of a DWR on a phone
    Anything wrong on Job Details is fixed on the job, not on the DWR.

  4. Tap Labour Costs, then Add under Labour Cost Line Items:, and fill the row in: the Cost Item: that matches the work (the list is the job’s own line items, set up when the job was created, so it differs from job to job; on a job split into phases an item can carry a phase prefix such as 1000-, so pick the phase the work belongs to), the Employee: who did it, the hours (Start Time: and End Time: work them out for you, or type Hours: straight in) and a Description: with enough detail that your project manager does not have to phone you. Tap Add again for each further activity or crew member.

    The Labour Costs tab of a DWR on a phone with one Labour Cost Line Item row open
    Payroll and the invoice both read the hours entered here.

  5. Tap Equipment and Materials, then Add under Other Cost Line Items (Incidentals, Equipment, Materials):. Add a row for everything you used, hours for equipment and a count for materials, with consumables as rows of their own.

    The Equipment and Materials tab of a DWR on a phone with one Other Cost Line Item row open
    Equipment and materials turn a timesheet into a work record.

  6. Below the tabs, tap Add My Signature to sign with the signature on your profile, which fills in Representative: for you. If the client signs as well, Collect Signature under Client’s Representative Signature: takes it there and then; saving your own signature is covered in Site Staff Initial Setup.

    The signature block and the Submitted checkbox at the foot of a DWR on a phone
    Your signature makes the record yours, whoever's hours are on it.

  7. Submitted is ticked when the form opens. Leave it ticked to send the DWR for approval, or clear it if you are still in the field and mean to come back to it. Click Save, click Acknowledge and Close on the message Job Book shows you, and you are back on the dashboard.

Where to look when you need the DWR again

On the dashboard, in the Daily Work Records card, click Explore. As a Technician you get saved views of the DWRs list and each of your DWRs sits in one of them. Below is the middle one, holding a DWR that has been submitted and is waiting for approval.

The My Forms (Not Approved) view of the DWRs list with one card
The view to check when a day has not been approved yet.
  • My Forms (Not Submitted): your drafts. Open one and click Edit to finish it off.
  • My Forms (Not Approved): submitted, waiting on the job’s project manager, and still editable.
  • All My Forms: every DWR of yours. A DWR always opens read-only from this view, so to edit one open it from one of the other views instead. Once a DWR is approved this is the only view it is in, and it stays locked until a Manager or an Administrator unchecks PM Approved. There is no Create button on this view, so start a DWR from one of the other two or from the dashboard.

Best practices

  • Submit DWRs every day. Waiting until the end of the week increases the risk of missing hours or losing track of equipment.
  • Double-check the job and the date before you submit, because correcting an approved DWR later takes time away from billing the job.

For every field on this form, see the administrator’s guide.

Video

Job Book How to Use Guide #5: Creating DWRs (Daily Work Records)

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