What is this?
Approvals move a submitted daily through review before payroll sees it. A reviewer checks the hours, then approves the daily or sends it back. After the last approval, someone finalizes the daily. You can approve one daily at a time or many from the list. With the right permission, you can also correct materials, tools and equipment on a submitted or approved daily. Crew hours stay locked.
Who's this for?
- Superintendents, who check each foreman's daily and approve it.
- Project managers, who give the second approval and finalize the day.
- Payroll, who need to know when a daily is final.
- Accounting, who match vendor invoices and tickets to the materials and equipment on a daily.
How to use it
Step 1: Find the dailies that wait for you
Go to Operations > Dailies. Click Status and tick Submitted.
Step 2: Open the review
Open a submitted daily to see the Superintendent · Daily Review. It shows the crew, assets, materials, totals and cost per phase.
Step 3: Approve the daily
Check the hours and the notes. Click Approve Daily. Click Back to Queue to return to the list without a change.
Step 4: Send a daily back
Click Send Back when something needs a fix. Type the Reason and click Send Back. The foreman sees your comment on the daily.
Step 5: Approve from the report
You can also act from the report step of a daily. A submitted daily shows Approve and Decline at the bottom.
Step 6: Finalize the daily
After the last approval level, the daily shows Finalize. Click Finalize to lock the daily for export.
Step 7: Decline a daily
Click Decline to return the daily to the foreman. Type the Reason and click Send Back. Click Cancel to keep the daily as it is.
Step 8: Reopen a submitted daily
A submitted daily is read-only. Click Reopen for Editing at the top to change hours, splits, people or assets.
Step 9: Approve many dailies at once
On the list, tick the boxes next to the dailies. Click Approve in the bar at the bottom. Use the arrow next to it for Finalize.
Step 10: Reopen a finalized daily
Filter the list to Finalized and tick the daily. Click Reopen in the bar at the bottom.
Step 11: Give the permission to edit after submit
Go to Company Settings > Permissions > Roles and open the role. Under Dailies: Report, turn on Edit materials, tools and equipment after submit. The role also needs Update.
Step 12: Correct a material on an approved daily
Open the approved daily and go to the Materials & Tools step. A note at the top says what you can change. Change a quantity, or add and remove items. The amount updates at once.
Step 13: Correct equipment hours
Go to the Assets step. Change the hours of an owned or rented asset, or add and remove assets. A rented asset shows R.
Step 14: Know that crew hours stay locked
The Crew step shows the hours as plain numbers. Nobody can change crew hours after submit. The daily keeps its status.
Step 15: See who changed what
On the Dailies list, open the row menu and click Show History. Each change shows who made it, when, the line, and the old and new value.
The full details
- Approval levels: Each project uses no approval, 1 level or 2 levels.
- Approved: The list shows this label when the project has 1 level.
- Approved 1/2 and Approved 2/2: The list shows these labels when the project has 2 levels.
- Hours conflict: The review flags an asset when its entered hours and machine hours differ by 0.25 h or more.
- Use: Puts the machine hours on the daily and its timecard.
- Keep: Keeps the hours the foreman entered. Your company can ask for a reason.
- Acknowledge: Clears other flags, such as open attestations or a missed meal break.
- Bulk actions: A button works only when every selected daily allows it.
- Sent back: The foreman sees who sent the daily back and the reason.
- Edit materials, tools and equipment after submit: A role permission under Dailies: Report. It works together with Update.
- What you can change: Add, change and remove materials, tools and equipment, rentals included, on submitted and approved dailies.
- Exported dailies: The role also needs Overwrite exported under Dailies: Export.
- Crew hours: Locked after submit for all users.
- Status: The daily keeps its status after each change.
- History: Each change shows in Show History, with who, when, and the old and new value. Line comments that are added, changed or removed show there too, with the old and new text.
- Without the permission: The daily stays read-only after submit.
Tips
- Always type a clear reason. The foreman fixes the daily faster.
- Check the warning about missing rates before you approve. Hours with no rate are not in the cost.
- Filter by Submitted each morning to clear your queue.
- Give the edit permission to the people who check vendor invoices. They can then fix a quantity without a reopen.
- Add a comment on the line to say why you changed it. See Log Materials and Tools.
