TaskRox Help & User Manual

Daily Reports captures structured shift records with quantified labour, plant, and production data, plus the narrative daily site context — weather, work summary, delays, incidents, and handover notes — on each shift report. The former standalone Site Diary module has been absorbed into Daily Reports; old Site Diary links redirect here.

The Daily Reports module has 7 tabs:

The Shift Capture tab shows key metrics: shifts today, reports awaiting approval, approved cost, labour hours, plant hours, production quantities, active crews, and active companies.

A shift report is the parent record for a project, date, and shift. Click New Report to create one.

Fields: - Date and Shift (Day / Night / Both / Custom) - Supervisor — who supervised this shift - Company — contractor or company name - Location — select from the project location register, or enter area / chainage manually - Weather — AM/PM conditions, temperature range, wind - Summary — narrative of work performed - Delays / Incidents / Handover notes / Comments - Linked records — optionally link to a Gantt task, budget item, BOQ item, NCR, or HSE incident

Copy previous — click to duplicate the most recent report as a new draft, pre-filled with the same location, company, and narrative structure.

Labour entries are child records of a shift report, capturing who worked, for how long, and on what.

Three entry modes: - Individual — one row per worker - Crew — foreman enters for the whole crew - Supervisor — supervisor bulk-allocates across teams

Fields per entry: - Worker name and reference (payroll code) - Company, crew, role/trade, labour class - Location, chainage, cost code - Linked Gantt task, budget item, or BOQ item - Start/finish time, break minutes - Hour buckets: ordinary, overtime, night, travel, standby, other - Total worked hours (auto-calculated) - Productive/non-productive flag, delay code - Comments

Cost tracking: When labour rates are configured (see Exports tab), costs are automatically calculated from approved hour buckets multiplied by the matching rate.

Filters: date, company, crew/worker, role/trade, cost code, status.

Plant entries capture equipment usage per shift report.

Fields per entry: - Equipment name, reference, class - Owner, operator, company - Location, chainage, cost code - Linked Gantt task, budget item, or BOQ item - Start/finish meter readings (optional) - Hours: run, idle, downtime, standby, total - Downtime reason, defect flag - Comments

Cost tracking: When plant rates are configured, costs are calculated from approved hours multiplied by hourly/idle/downtime/standby rates. A daily rate fallback is available for plant on flat daily hire.

Filters: date, company, equipment, cost code, status.

Production entries capture quantities achieved per shift.

Fields per entry: - Production item name and description - Location, chainage - Unit of measure and quantity achieved - Linked Gantt task, budget item, or BOQ item - Linked labour and plant entry references - Comments

Actual rate: When labour and plant costs are available, the module calculates an actual rate (total cost / quantity) so you can compare against bid rates.

Filters: date, item, location, status.

Draft → Submitted → Approved / Returned / Rejected

1. Draft — create and edit freely. Add labour, plant, and production entries.
2. Submit — click Submit to send the report for supervisor review. Child entries are included.
3. Approve — supervisor reviews and approves. Approved reports and entries become read-only.
4. Return — supervisor sends back for correction with a reason. Author can edit and resubmit.
5. Reject — supervisor rejects with a reason. The report is closed.

Bulk actions: In the Approvals tab, select multiple reports and use Bulk Approve, Bulk Return, or Bulk Reject.

Audit trail: Every status change is logged with the actor, timestamp, and reason. View the approval timeline on the report detail page.

Once approved, entries become the trusted source for cost rollups and project controls.

Configure labour rates and plant rates from the Exports tab.

Labour rates match by: company, worker reference, worker name, role, labour class, cost code. Each rate defines: ordinary, overtime, night, travel, standby, and other hourly rates. Rates have effective date ranges and can be project-specific or org-wide.

Plant rates match by: company, equipment reference, equipment name, equipment class, ownership type (owned/hired). Each rate defines: hourly, idle, downtime, standby, and daily rates.

The system uses a scoring algorithm to find the best-matching rate: project-specific rates score higher than org-wide, and more specific field matches (worker reference) score higher than broad matches (company only).

Costs are automatically applied when entries are approved.

Export data in CSV or XLSX format across 8 scopes:

A printable PDF view is also available for individual shift reports via the Print button.

Approved Time Export (previously labelled *Payroll Handoff*): approved labour rows can be previewed for a pay period and batched for downstream payroll or accounting import. A Rows ready view lists each labour row for the period classified as Ready (approved, available), Warning (approved but with advisory data-quality issues — still exported), Locked (already in an active batch), or Excluded (not yet approved, so not exportable), with search, filters, and links back to the source Daily Report. The active export profile is shown as Generic Payroll CSV. Export batches build CSV rows, lock the source labour rows while exported, and can be rolled back with a required reason if the batch needs correction. This is an export/handoff workflow, not payroll calculation.