Site Diaries in the SMART Forms app let you read the full diary of your sites and add new entries from site, even with no signal.
SMART Forms shows every entry already in a site’s diary, whoever added it: in SMART Manager, SMART Handover, SMART Inspector or SMART Forms. You can open each entry and see its photos, videos, audio and documents. SMART Handover and SMART Inspector let you add entries but not read them.
- Diaries need SMART Forms 26.3.7 or later, and CADS switches them on for each company. If you don’t see the Diaries tab, contact CADS Support.
Your Sites
Tap the Diaries tab to see your sites. Each site shows its address, and its picture if it has one. Type in the search box to find a site.
The list shows the open sites you are allocated to that have an open contract. If a site is missing, check in SMART Manager that you are allocated to it and that its contract is open.
Viewing the Diary
Tap a site to open its diary. You see the site’s Site Diary and Scaffold Diary entries together, newest first.
- Site Diary entries start with “Site”, for example “Site · Progress”.
- Scaffold Diary entries start with the scaffold number, for example “KRA-003 · Health and Safety”.
- Under each entry you see its date and time, who added it, and how many photos and documents it has.
Opening an Entry
Tap an entry to see its notes, who added it and when. Scaffold Diary entries also show Percentage standing and Standing tonnage.
Under Attachments, tap a photo to view it, or tap the share icon to save or share a document.
You can’t edit a diary entry. To correct one, add a new entry.
Adding a Site Diary Entry
Open the site and tap the green + button. The Add site diary entry screen opens.
Tap Date and time and pick when the work happened, which can be earlier than today. Leave it empty to use the current date and time.
Tap Notes and type what happened. To fill in the entry by speaking, tap the voice icon at the top right of the screen (see Using the AI Form Filler).
Choosing a Category
Tap Category * and choose a category from your company’s list. To use a new one, choose + Add new… and type its name. It is added to your company’s categories in SMART Manager.
When the entry is ready, tap the green tick to submit it.
You can add Site Diary entries only. Scaffold Diary entries are added in SMART Handover, SMART Inspector or SMART Manager.
Adding Files
Tap Files to add up to 20 files to the entry, up to 100 MB each. The Files screen groups them into four tabs and shows how many you have added.
- Photos (jpg, jpeg, png, exif, tiff, gif, bmp): take a photo with Camera, or choose one from Gallery.
- Videos (mp4, mov): record a video of up to 30 seconds, or choose one from Gallery.
- Audio (wav, m4a, aac, mp3): record an audio note.
- Documents (pdf, doc, docx, xls, xlsx): browse your device.
Photos are reduced in size before they are sent. You can mark videos and audio notes for transcription, and SMART Manager then adds a written transcript to the entry.
Working Offline
You can add entries with no signal. When you submit, the entry appears at the top of the site’s diary straight away, marked “Waiting to sync”.
Syncing Your Entries
The entry and its files wait in the Sync Queue on the Sync tab until they are sent. The app syncs automatically every few minutes, and as soon as you are back online. To send them now, tap SYNC.
The Sync screen can still show “Connected” after your device loses signal. The icon at the top of the screen shows the real state, and your entries are kept and sent when you are back online.
After Syncing
Once sent, the entry shows “Sent, finishing on the server” for a few moments. It then shows your name as the author, and appears in the site’s Site Diary in SMART Manager.
Each sync also refreshes the diary on your device, so entries added by colleagues appear automatically. Photos and files download when the app syncs: if a photo shows a cloud icon, sync and try again.
