From site records to reports, step by step.

First sign-in and site selection

1. Ask your company administrator to invite your own email address.
2. Set your password through the invitation link and sign in with the same address.
3. Select the company and site where you will work. This choice determines which records you can see.
4. Check the transaction date, site, vehicle and, when relevant, subcontractor before saving.

Installing the app alone does not grant access to company data. For sign-in or password problems, follow the steps on the Support page.

Modules and user access

Site Diary, Excavation Diary, Transport Diary, Hourly Work, Fuel, Personnel, Company Documents, Maintenance and Finance are separate modules. A section appears only when your company has access to that module, it is enabled for the selected site and your user role permits it. Reports and record checks are shared areas, but their contents still follow your data and role permissions.

You cannot see records for a site, subcontractor or person outside your permissions. If a module, project or vehicle is missing, ask your company administrator to check the assignment. Do not use another person’s account.

Site Diary

Record daily material and work movements under the correct project. Choose the date and transaction type, then enter the material, quantity, unit and relevant party from the actual work document. Never substitute tonnes for cubic metres.

1. Confirm the selected site and work date.
2. Choose the transaction type and enter the required quantities and notes.
3. Submit the record and check history for a duplicate with the same date and operation.

Selecting an operation type alone does not create a record. If a correction or cancellation is needed, an authorised administrator should use the relevant record’s history.

Excavation Diary

Record excavation trips and transported material. Select the correct truck, date, route or work direction and the quantity requested by the app. Compare trip count and unit with the field document. Truck operations belong in this module; do not add them to Hourly Work.

At day end, check missing trips and vehicle assignments. After the job, compare the report total with the trips in the record list.

Transport Diary

Track transport separately from Excavation Diary. Match the load, date, vehicle, trips and the tonnage or quantity requested by the app to the dispatch note. Do not enter the same job in both diaries.

If only transport is enabled for a site, other work modules may be absent from its menu. After saving, check the filters, period and total in the transport report.

Hourly Work

Record machinery or equipment working time and engine-hour readings here. Enter the date, machine, start and end values from the actual meter. The day-end summary should describe hourly work; do not record truck trips or transported loads here.

If a meter reading runs backwards or the duration does not match, check the previous record and machine before saving. Use the authorised correction process for an incorrect older record.

Fuel

For vehicle refuelling, enter the vehicle, date, litres, meter and receipt or dispatch-note details. Record fuel delivered to the depot as a separate depot intake; depot intake and refuelling from the depot are different transactions. If a photo field is available, you may attach the document.

Compare litres and cost with the receipt. If the depot balance differs from expectation, inspect the intake, issue and date sequence rather than deleting a record.

Personnel

Manage personnel cards and person-specific transactions here. For attendance and overtime, select the right person, site, date and start/end times. Do not save the same overtime twice.

Upload occupational safety and other person-specific PDFs to that person’s card. Upload and download must be available only to users authorised for that person. If a document was attached to the wrong person, contact an authorised administrator; it may contain sensitive information.

Maintenance and faults

Record scheduled maintenance, faults and downtime under the correct vehicle or machine. Match the date, meter reading, service type and notes to the service record. Update return-to-work or completion only when it occurs. Add a maintenance photo as supporting evidence when available.

Finance and progress payments

Authorised finance users record income, expenses, collections, advances and progress payments. Verify the date, project, party, currency and amount against the document. A personnel advance is not the same as a cost item; do not enter the same payment on two screens.

Closing a period, correcting or cancelling a record can affect history and report totals. Only an authorised person should perform those actions, with a reason and supporting document. Permission to view finance reports may differ from permission to enter finance data.

Company Documents

Use Settings → Company Documents for company PDFs that do not belong to a specific employee. Select the correct company, upload the PDF and give it a clear name and scope. Keep person-specific occupational safety documents on the relevant personnel card.

Upload and download follow company and role permissions. Check the selected company and person before saving so a document is not exposed in the wrong place.

Reports and record checks

Choose the company, site and date range first. Operational reports cover trips, working hours, fuel and related field records; finance reports show income, expenses and progress payments only if your role permits them. Compare the exported report’s period, filters and units with the on-screen values.

Record checks may flag missing or inconsistent information. A warning does not always mean data loss. Inspect the source record first and tell your administrator if you cannot correct it. Do not re-enter an old record and create a duplicate total.

Connection, sync and support

Records created without a connection may remain pending. When the connection returns, confirm their delivery status and appearance in the list. Do not uninstall the app or clear device data while records are pending.

For support, include the module, site, transaction date, app version and error message. Never send passwords, verification codes, API keys or customer financial exports. See the support steps or write to destek@kilinchafriyat.com.