Your Complete Guide to Managing Construction Projects with Ease
Welcome to Pocket Project! This comprehensive guide will walk you through every feature of the system, helping you manage your construction projects efficiently from start to finish.
- Getting Started
- Understanding the Dashboard
- Managing Projects
- Daily Logs - Your Digital Site Diary
- Financial Management
- Time Extensions
- Resource Management
- Site Activities
- Instructions
- Issues & Problem Tracking
- Visitors Log
- Suppliers Management
- Reports & Exports
- Records Archive
- User Roles & Access
- Quick Reference Guides
- Frequently Asked Questions
- Tips for Success
When you first access Pocket Project, you'll be greeted with a login screen. Here's how to get started:
- Enter your email address - This was provided when your account was created
- Enter your password - Use the password sent to you or the one you set up
- Click "Login" to access your dashboard
💡 Tip: If you've forgotten your password, click "Forgot Password?" and a reset link will be sent to your email.
After logging in, you'll see your personalized dashboard showing:
- Projects you're assigned to
- Recent activities across your projects
- Quick statistics and summaries
- Pending items that need your attention
Before diving into projects, take a moment to set up your profile:
- Click on your name in the top-right corner
- Select "Profile" from the dropdown menu
- Update your information:
- Profile photo (helps team members recognize you)
- Contact number
- Your designation/role
- Click "Save" to update your profile
The Dashboard is your command center, giving you a bird's-eye view of everything happening across your projects.
| Section | What It Shows |
|---|---|
| Projects Overview | All your active projects with their current status |
| Quick Stats | Numbers at a glance - active projects, pending approvals, recent activity |
| Recent Activity | Latest updates from all your projects |
| Upcoming Deadlines | Important dates you shouldn't miss |
| Notifications | Alerts and messages requiring your attention |
Notifications appear as a bell icon in the top navigation. Different colors indicate different priorities:
- 🔴 Red - Urgent items requiring immediate attention
- 🟡 Yellow - Important updates to review when possible
- 🔵 Blue - General information and updates
Click on any notification to go directly to the related item.
Projects are the heart of Pocket Project. Each project contains all related information in one organized place.
- Navigate to Projects in the main menu
- Click the "Add Project" button (usually in the top right)
- Fill in the project details:
- Project Name - Give your project a clear, recognizable name
- Project Identification Number - A unique reference code
- Description - Brief summary of what the project involves
- Location - Where the project is taking place
- Commencement Date - When work begins
- Duration - How long the project should take
- Time Unit - Days, Weeks, or Months
- Completion Date - When work should finish
- Contract Sum - The original contract value
- Currency - Select the currency for this project
- Defects Liability Period - Time after completion for defect corrections
- Project Supervisor - Who is overseeing the project on-site
- Click "Save" to create your project
Click on any project name to see its full details, including:
- Project summary with all key information
- Current status (Not Started, In Progress, On Hold, Completed)
- Financial summary showing contract amounts and approved claims
- Timeline showing original and current completion dates
Shows at-a-glance numbers for:
- Total Activities
- Daily Logs recorded
- Claims submitted
- Extensions requested
- Team members
- Materials tracked
- Plants & Equipment
- Visitors recorded
Quick access to all items connected to this project:
- Activities list
- Claims history
- Daily Logs
- Deliveries
- Extensions
- And more...
- Open the project you want to edit
- Click the "Edit" button
- Make your changes
- Click "Update" to save
⚠️ Important: Some fields may be locked if they affect approved records (like contract amounts after claims have been approved).
| Status | What It Means |
|---|---|
| Not Started | Project created but work hasn't begun |
| In Progress | Active construction work ongoing |
| On Hold | Work temporarily paused |
| Completed | All work finished |
| Closed | Project fully concluded and archived |
Daily Logs are your electronic site diary, capturing everything that happens on-site each day.
Daily Logs serve as your official record of:
- What work was done
- Weather conditions
- Workers present
- Equipment used
- Any problems encountered
- Visitors to site
💡 Best Practice: Complete your daily log at the end of each working day while details are fresh in your memory.
- Navigate to Daily Logs from the main menu
- Click "Add Daily Log"
- Complete the following sections:
- Date - The date this log covers
- Title - Brief summary (e.g., "Foundation Pour Day 3")
- Project - Select which project this is for
Record the weather as it affects work:
- Morning Weather - Conditions in AM
- Afternoon Weather - Conditions in PM
- Temperature - High and low for the day
- Ground Conditions - Dry, Wet, Muddy, etc.
Weather Options:
- ☀️ Sunny
- ⛅ Partly Cloudy
- ☁️ Cloudy / Overcast
- 🌧️ Light Rain / Rain / Heavy Rain
- ⛈️ Thunderstorm
- 🌫️ Fog
- 💨 Windy
- Work Activities - Describe what was accomplished
- Progress Percentage - How complete is the current phase
- Work Hours - Total productive hours
- Safe to Work - Yes/No toggle
- Safety Notes - Any safety observations or incidents
- Total Workers - Number of people on site
- Total Plants - Equipment in use
If work was delayed:
- Mark "Has Delays" as Yes
- Select Delay Reasons:
- Weather Conditions
- Material Shortage
- Equipment Breakdown
- Labour Shortage
- Client Instruction
- Design Change
- Permit/Approval Delay
- Site Access Issues
- Safety Concern
- And more...
- Record Delay Hours
- Add Delay Description
- Next Day Plan - What's planned for tomorrow
- Required Resources - What's needed for upcoming work
- Matters Arising - Issues to address
- Upload Photos of work progress
- Attach Documents (reports, specs, etc.)
- Add Test Results if applicable
- Click "Save as Draft" to save and review later, or "Submit" when ready for approval
Daily Logs follow an approval workflow:
Draft → Submitted → Under Review → Approved/Rejected
| Status | What It Means |
|---|---|
| Draft | Still being worked on, not yet submitted |
| Submitted | Sent for review and approval |
| Under Review | Being reviewed by supervisor |
| Approved | Officially accepted as record |
| Rejected | Returned for corrections (review the rejection reason) |
- Be Consistent - Log every day, even quiet days
- Be Specific - "Poured 15m³ of C30 concrete for slab A" is better than "Did concrete work"
- Document Problems - Issues recorded contemporaneously carry more weight
- Take Photos - Visual evidence supports your written records
- Note Visitors - Record everyone who comes to site
Claims are formal requests for additional payment beyond the original contract, typically due to variations, delays, or unforeseen circumstances.
| Type | When to Use |
|---|---|
| Variation | Work changed from original scope |
| Extension of Time | Additional costs due to delays |
| Loss & Expense | Financial losses incurred |
| Daywork | Work done on a daily rate basis |
| Provisional Sum | Adjustment to provisional amounts |
| Prime Cost | Adjustment to PC items |
| Other | Claims not fitting other categories |
| Category | What It Covers |
|---|---|
| Material | Additional material costs |
| Labor | Extra labour expenses |
| Equipment | Equipment hire or purchase |
| Subcontractor | Subcontractor costs |
| Overhead | Administrative and overhead costs |
| Other | Miscellaneous expenses |
- Go to Claims in the main menu
- Click "Add Claim"
- Fill in the claim details:
- Title - Clear description of what you're claiming for
- Claim Type - Select from the types above
- Category - Material, Labor, Equipment, Subcontractor, Overhead, or Other
- Priority - Low, Medium, High, or Critical
- Project - Which project is this claim for
- Claim Amount - Total amount being claimed
- Currency - Should match project currency
Break down your claim to show where the money goes:
- Material Allocation
- Labor Allocation
- Equipment Allocation
- Subcontractor Allocation
- Overhead Allocation
- Other Allocation
💡 Tip: Allocations should add up to or be less than the claim amount.
- Description - Full details of the claim
- Justification - Why this claim is warranted
- Contract Clause - Reference to supporting contract terms
- Impact Description - How this affects the project
- Event Start Date - When the issue began
- Event End Date - When it concluded
- Time Impact - Additional days this caused (if any)
- Upload Supporting Documents - Photos, correspondence, calculations
- Click "Submit" to send for approval
Draft → Pending → Under Review → Approved/Partially Approved/Rejected
| Status | What It Means |
|---|---|
| Draft | Not yet submitted |
| Pending | Awaiting initial review |
| Under Review | Being actively assessed |
| Approved | Fully accepted - amount added to contract |
| Partially Approved | Approved for less than requested |
| Rejected | Claim declined (check rejection reason) |
| Withdrawn | Cancelled by claimant |
When a claim is approved:
- The approved amount is recorded
- The project's Total Approved Claims increases
- The Current Contract Sum updates automatically
Example:
- Original Contract: $1,000,000
- Approved Claim 1: $50,000
- Approved Claim 2: $30,000
- Current Contract Sum: $1,080,000
Track supplier invoices and manage payments in one place.
- Navigate to Invoices
- Click "Add Invoice"
- Enter:
- Invoice Number - The supplier's invoice reference
- Date - Invoice date
- Amount - Total invoice amount
- Supplier - Who issued the invoice
- Project - Which project it's for
- Paid Status - Whether it's been paid
The Payments section helps track what's been paid:
- Record payment amounts
- Link payments to invoices
- Track outstanding balances
- Maintain payment history
When projects face delays beyond your control, Time Extensions formally extend the completion date.
Valid reasons for extensions include:
- ⛈️ Weather Delays - Adverse conditions preventing work
- 📦 Material Delays - Late delivery of essential materials
- 📝 Design Changes - Client-requested modifications
- 📋 Client Instructions - Additional work or changes
⚠️ Unforeseen Conditions - Unexpected site issues- 👷 Labour Shortage - Inability to resource the project
- 📄 Permit Delays - Waiting for approvals
- 🌍 Force Majeure - Events beyond anyone's control
- Go to Extensions from the main menu
- Click "Request Extension"
- Complete the form:
- Title - Brief description (e.g., "Weather Delay - December 2024")
- Extension Type - Select the reason category
- Priority - How urgent is this request
- Requested Duration - How many additional days/weeks/months
- Time Unit - Days, Weeks, or Months
- Reason - Detailed explanation
- Impact Description - How this affects the project
- Request Date - When you're making this request
- Upload Supporting Documents - Photos, weather reports, correspondence
- Click "Submit" to send for approval
| Status | What It Means |
|---|---|
| Draft | Still being prepared |
| Pending | Awaiting review |
| Under Review | Being assessed |
| Approved | Extension granted - completion date updated |
| Partially Approved | Some extension granted (less than requested) |
| Rejected | Extension denied |
When an extension is approved:
- The approved duration is recorded
- The project's Total Approved Extensions increases
- The Completion Date automatically extends
Example:
- Original Completion: March 1, 2025
- Approved Extension 1: 14 days
- Approved Extension 2: 7 days
- New Completion Date: March 22, 2025
Keep track of everyone working on your projects.
- Navigate to Labourers
- Click "Add Labourer"
- Enter their details:
- Name - Full name
- Description - Role or trade (e.g., "Carpenter", "General Worker")
- Project - Which project they're assigned to
- Employer - Their employing company (if subcontracted)
- Contact Number - For emergencies
- Performance - Initial rating (can be updated later)
💡 New Feature: When adding a labourer, you can optionally create a user account for them, giving them access to view their project information in the system.
Labour attendance and hours are tracked through:
- Labour Timestamps - Clock-in/clock-out records
- Daily Logs - Daily worker counts
Manage all machinery and equipment on your projects.
- Navigate to Plants
- Click "Add Plant"
- Fill in:
- Name - Equipment name (e.g., "Excavator CAT 320")
- Manufacturer - Equipment brand
- Project - Where it's deployed
- Status - Operational, Under Repair, Idle
- Usage - Hired or Purchased
For Hired Equipment:
- Duration Hired - How long
- Hired Amount - Cost per period
For Purchased Equipment:
- Purchased Amount - Purchase price
Plant usage is tracked through:
- Plant Timestamps - Operating hours
- Daily Logs - Daily equipment counts
Keep track of all materials used on your projects.
- Navigate to Materials
- Click "Add Material"
- Enter:
- Name - Material name
- Description - Specifications or details
- Quantity Used - Amount consumed
- Onsite - Current quantity on site
- Project - Which project
- SKU - Stock Keeping Unit (if applicable)
Track everything that arrives on site.
- Go to Deliveries
- Click "Add Delivery"
- Complete the form:
- Delivery Note Number - The delivery note reference
- Date - When it arrived
- Material - What was delivered
- Supplier - Who supplied it
- Quantity Supplied - Total quantity
- Quantity in Good Condition - How much is usable
- Quantity in Bad Condition - Damaged goods (if any)
- Received By - Who accepted the delivery
- Description - Any notes
💡 Tip: Always record damaged goods immediately - this supports any claims against suppliers.
Activities are specific work items or tasks being performed on site.
- Navigate to Activities
- Click "Add Activity"
- Enter:
- Name - Activity title (e.g., "Steel Fixing - Grid A")
- Description - What the activity involves
- Project - Which project
- Start Time - When work began
- End Time - When work finished
- Status - Not Started, In Progress, Completed
- Progress Percentage - How complete
- Priority - Low, Medium, High
- Location - Where on site
- Workers Count - People assigned
- Remarks - Additional notes
| Status | Meaning |
|---|---|
| Not Started | Planned but not begun |
| In Progress | Currently being worked on |
| On Hold | Temporarily paused |
| Completed | Finished |
Instructions are formal directives given on site - either from supervisors to workers or from clients/engineers.
- Go to Instructions
- Click "Add Instruction"
- Fill in:
- Details - The instruction content
- Project - Which project
- Issued By - Who gave the instruction
- Issued To - Who should act on it
- Status - Open, In Progress, Completed
- Related Activity - Link to specific activity (optional)
- Creates audit trail of who said what
- Documents changes and variations
- Supports claims and extension requests
- Ensures nothing is forgotten
Document and track any problems encountered on site.
Issues can relate to various aspects:
- Site conditions
- Equipment problems
- Material defects
- Safety concerns
- Quality issues
- Personnel matters
- External factors
| Priority | When to Use |
|---|---|
| Low | Minor issue, can wait |
| Medium | Should be addressed soon |
| High | Needs prompt attention |
| Critical | Immediate action required |
- Navigate to Issues
- Click "Add Issue"
- Document:
- Category - Type of issue
- Issue Type - More specific classification
- Priority - Low, Medium, High, Critical
- Severity - How serious
- Details - Full description
- Project - Which project
- Action - What needs to be done
- Status - Open, In Progress, Resolved, Closed
- Related Daily Log
- Related Labourer
- Related Plant
- Related Material
- Related Delivery
- Cost Implication - Financial impact
- Time to Resolution - How long to fix
Open → In Progress → Resolved → Closed
Track everyone who visits your site - essential for safety and compliance.
- Go to Visitors
- Click "Add Visitor"
- Enter:
- Name - Visitor's full name
- Company - Their organization
- Project - Which project they're visiting
- Reason - Purpose of visit
- Time In - When they arrived
- Time Out - When they left
- Escorted By - Who accompanied them
- Badge Number - If applicable
- Notes - Any additional information
- Safety - Know who's on site in emergencies
- Compliance - Meet regulatory requirements
- Security - Record of who accessed the site
- Evidence - Supports claims and disputes
Keep all your supplier information organized.
- Navigate to Suppliers
- Click "Add Supplier"
- Enter:
- Name - Company name
- Contact Person - Main point of contact
- Phone - Contact number
- Email - Email address
- Address - Physical address
- Products/Services - What they supply
- Notes - Any additional information
Generate professional reports for analysis, meetings, and record-keeping.
| Report | What It Shows |
|---|---|
| Projects Report | Overview of all projects with status and financials |
| Claims Report | All claims with status and amounts |
| Extensions Report | Time extension requests and outcomes |
| Daily Logs Report | Summary of daily records |
| Labour Report | Labour utilization and attendance |
| Plant Report | Equipment usage and status |
| Materials Report | Material consumption |
| Deliveries Report | Delivery records |
| Issues Report | Problems and resolutions |
| Activities Report | Work activities completed |
| Visitors Report | Site visitor records |
| Financial Summary | Complete financial overview |
- Go to Reports from the main menu
- Select the Report Type you need
- Apply Filters to narrow down the data:
- Date range
- Specific project
- Status
- Search terms
- Choose your Export Format:
- 📊 Excel - For data analysis and manipulation
- 📄 PDF - For printing and sharing
- Date Ranges: Use date filters for periodic reports (weekly, monthly)
- Project Filter: Generate project-specific reports for meetings
- Combine Reports: Export multiple reports for comprehensive reviews
The Records section provides historical archives of key project data.
| Archive | Contains |
|---|---|
| Diary Records | Historical daily logs |
| Project Records | Project documentation history |
| Plant Records | Equipment usage history |
| Labour Records | Worker attendance archives |
| Material Records | Material usage history |
| User Records | User activity logs |
- Go to Records in the main menu
- Select the record type
- Use Filters to find specific entries:
- Date range
- Project
- Search terms
- Export for compliance or auditing
Pocket Project uses a role-based system to control what each user can see and do.
Your role determines:
- Which projects you can access
- What actions you can perform
- Whether you can approve items
| Role | Access Level | Key Capabilities |
|---|---|---|
| Super Admin | Full System | Everything - all projects, all features |
| Admin | Company-Wide | All company projects and features |
| Project Manager | Project-Specific | Full project management (no approvals) |
| Site Engineer | Project-Specific | Technical oversight and daily logs |
| Quantity Surveyor | Financial Focus | Claims, extensions, financial reports |
| Supervisor | Site Operations | Daily logs, labour, plants, activities |
| Clerk | Data Entry | Basic records and deliveries |
| Viewer | Read-Only | View reports and records |
| Labourer | Limited | View their own project info |
| Visitor | Minimal | Basic read-only access |
| Supplier | External | View their related records |
Non-admin users only see projects they're assigned to. You might be assigned when:
- You're set as project supervisor
- You're added as a labourer with a user account
- An admin assigns you to the project
Only certain roles can approve items:
- Claims: Super Admin, Admin (and designated approvers)
- Extensions: Super Admin, Admin (and designated approvers)
- Daily Logs: Super Admin, Admin, Site Engineers
📝 Note: Project Managers can create and manage records but cannot approve claims, extensions, or daily logs.
- Complete yesterday's daily log (if not done)
- Review notifications for pending items
- Check today's planned activities
- Record visitor arrivals
- Update activity progress
- Log any issues encountered
- Complete today's daily log
- Review all pending approvals
- Check outstanding claims
- Update project status
- Generate weekly reports
- Review labour records
- Check plant/equipment status
- Generate monthly reports
- Review all approved claims
- Check extension status
- Update project financial summaries
- Archive completed records
| Action | Shortcut |
|---|---|
| Search | Ctrl + K or / |
| Save | Ctrl + S |
| New Item | Ctrl + N (context-dependent) |
| Navigate Back | Alt + ← |
Throughout the system, colors indicate status:
| Color | Meaning |
|---|---|
| 🟢 Green | Approved / Completed / Active |
| 🟡 Yellow | Pending / Under Review / In Progress |
| 🔴 Red | Rejected / Overdue / Critical |
| ⚪ Grey | Draft / Not Started |
| 🔵 Blue | Information / Submitted |
Q: I forgot my password. What should I do? A: Click "Forgot Password?" on the login page. Enter your email and follow the reset instructions sent to you.
Q: Why can't I see a project? A: You may not be assigned to that project. Contact your admin to be added.
Q: How do I know if something needs my approval? A: Check your notifications (bell icon) and the dashboard for pending items.
Q: Can I use Pocket Project on my phone? A: Yes! The system is designed to work on mobile devices for on-site access.
Q: Can I edit a submitted daily log? A: Only if it's rejected and returned to you. Once approved, logs cannot be edited.
Q: What if I forget to log a day? A: Create the log as soon as possible, selecting the correct past date. Add a note explaining the delay.
Q: Do I need to log weekends? A: If work occurred, yes. Otherwise, you can skip non-working days.
Q: What should I include in the work activities section? A: Be specific! Include what was done, where, quantities where applicable, and any notable observations.
Q: What's the difference between a claim and an extension? A: A claim is for additional money. An extension is for additional time.
Q: Can I withdraw a submitted claim? A: Yes, if it hasn't been approved yet. Find the claim and click "Withdraw."
Q: Why was my claim partially approved? A: The approver agreed to some but not all of the amount. Check the approver's comments for details.
Q: How long do approvals take? A: This depends on your organization's processes. Check with your supervisor for typical timelines.
Q: Can I submit multiple claims for the same event? A: It's better to include everything in one comprehensive claim, but separate claims can be submitted if they cover different aspects.
Q: How do I track worker attendance? A: Use the Daily Logs to record total workers each day, and Labour Timestamps for detailed clock-in/out records.
Q: Can I delete a record? A: Most records cannot be deleted once created, only edited. This maintains the audit trail. Contact an admin if deletion is truly necessary.
Q: How do I link a delivery to an invoice? A: When creating or editing a delivery, select the related invoice from the dropdown menu.
Q: The system is running slow. What can I do? A: Try refreshing the page, clearing your browser cache, or using a different browser (Chrome or Firefox recommended).
Q: I uploaded a file but can't find it. A: Check the item where you uploaded it. Files are attached to specific records, not stored separately.
Q: Why don't I see the option to approve something? A: Your role may not have approval permissions. Only Super Admin, Admin, and some designated roles can approve items.
- Log Daily - Don't let days pile up
- Take Photos - Visual evidence is invaluable
- Be Specific - Details matter in disputes
- Report Issues Immediately - Fresh records are most credible
- Use Mobile Access - Update records while on site
- Complete All Fields - Thorough records are better records
- Review Regularly - Check pending approvals daily
- Set Expectations - Ensure team knows deadlines
- Use Reports - Data-driven decisions are best
- Stay Current - Don't let approvals backlog
- Train Your Team - Ensure everyone knows the system
- Monitor Trends - Use reports to identify patterns
- Audit Regularly - Review records for accuracy
- Manage Users Promptly - Add/remove users as roles change
- Export Backups - Regular report exports provide records
- Customize Roles - Ensure roles match responsibilities
- Monitor Activity - Use records to track system usage
- Keep Data Clean - Maintain accurate master data (suppliers, categories, etc.)
- Consistency is Key - Follow the same process every time
- Document Everything - If it's not recorded, it didn't happen
- Be Timely - Enter data as soon as possible
- Use Proper Categories - Helps with filtering and reporting
- Review Before Submit - Check your entries for accuracy
- Communicate - Use the system's notes and comments features
If you have questions not covered in this guide:
- Check Notifications - Often contain helpful information
- Contact Your Supervisor - They can often resolve access issues
- Reach Your Admin - For technical problems or user management
- Review Related Guides - Check the docs folder for specific topics
| Term | Definition |
|---|---|
| Claim | A formal request for additional payment |
| Extension | A formal request for additional time |
| Daily Log | The daily site diary entry |
| Plant | Machinery and equipment |
| Labourer | A worker on site |
| SKU | Stock Keeping Unit - material identifier |
| Approval Status | The current state of a submitted item |
| Draft | A saved but not submitted item |
| Contract Sum | The total project value including approved claims |
Version: 2.0
Last Updated: January 2025
System: Pocket Project - Construction Project Management
Thank you for using Pocket Project! We're committed to making your construction project management easier and more efficient.