Site Reports: Workflows in PlanRadar

Overview

This article walks through site reporting from Site Reports: Overview in the order it happens: set up the project report template and the Site report form in the office, record the daily report on site, review and send the weekly progress report, and retrieve the diary when a claim needs it.

The example is the general contractor building a supermarket over nine months, keeping a Bautagesbericht as a project report from the company's PDF form and a Site report ticket per day for the numbers, with a weekly SiteView run. The steps assume you know how the individual features work. Each step links to the feature article.

Set Up (Office, Webapp)

Create the Project Report Template

Take your existing daily report layout, for example the Bautagesbericht form your company already uses on paper.

Open it in Word, make sure it has your logo, the date, project and weather boxes, an attendance table, activity lines, an obstructions box and two signature boxes. Save as PDF.
Add form fields to the PDF in Acrobat Pro or a similar tool. Text, number and date fields and signature fields are supported. Users cannot add table rows, so give the attendance table enough rows.
In PlanRadar, create a project report template from the PDF. Map the project name, today's date and the site manager's name to be prefilled. Map the weather field to a list. Enable attaching photos and tickets. Read more in Create & Edit Project Report Templates and Create & Edit Dynamic Fields in Project Report Templates.
Make the template available to the project. Read more in Restrict Project Report Templates to Specific Projects.

Project reports are available on Pro and Enterprise plans. If your plan does not include them, keep the daily report as a ticket only, described next.

Create the Lists and the Site Report Form

Lists: Weather (Dry, Rain, Snow, Frost, Storm, Heat), Obstruction cause (Weather, Late delivery, Missing information, Client instruction, Other trade, None), Trade (your subcontractors).

Create a form named Site report. Keep attachments and comments enabled, plan position disabled, and enable the numbering sequence with the prefix SR.


Field name	Field type	Purpose
Title	Default	The date, for example "2026-03-14"
Report date	Date	The day the report covers, so it can be filtered by period
Weather	List	Countable weather days
Temperature	Number	Morning temperature, for frost and heat records
Workers on site	Number	Total headcount
Workers per trade	Number, one field per trade	Headcount by subcontractor. Alternatively one field and a Trade list on separate tickets
Activities	Long text	What was done and where
Deliveries	Long text	Materials and plant arrived
Obstruction cause	List	Why work was lost, if it was
Hours lost	Number	Worker hours lost to the obstruction. The number a claim is built on
Instructions and visitors	Long text	Who came, what was instructed
Incidents	Long text	Accidents, near misses, damage
Signed by supervisor	Checkbox	Ticked when the client's supervisor has countersigned the project report for the day

Roles and Users

Site manager: in-house user with a role that has tickets Create, View all tickets, Edit all tickets that the user can view, and the role permission to create project reports.
Project manager: in-house user with full permissions.
Client's site supervisor: watcher, who sees all reports and tickets and can create ticket reports, or an in-house user if they countersign inside PlanRadar.

Set Up the Project

Add the Site report form to the project. Read more in Manage Forms of a Project.
Upload the site plan into a layer, for placing progress photos. Read more in Upload Plans to Layers.
Create one ticket per fixed photo viewpoint on the site plan, for example North elevation, Car park, Loading bay, with a form named Progress photo. A new photo is added to each every week.
Define the SiteView route: a walk around the building that passes every elevation and through the main floor. Read more in SiteView Quick Start Guide.
Prepare the diary ticket report template: one day per page, all fields, photos. Read more in Create Basic Ticket Report Templates.

Record the Daily Report (Site, Mobile App)

Every working day, before leaving site, in this order. It takes about ten minutes.

Take the day's progress photos. Place each on the site plan by opening the viewpoint ticket and adding the photo, or attach them to the day's report in the next step. Read more in Add Attachments to Tickets.
Create the Site report ticket for the day. Fill in Report date, Weather, Temperature, Workers on site and Workers per trade, Activities, Deliveries. If work was lost, Obstruction cause and Hours lost. Instructions and visitors, Incidents. Dictate the text fields. Read more in Fill Ticket Fields with Voice.
Create the project report for the day from the Bautagesbericht template. Project, date and your name are prefilled. Fill the rest, attach the day's photos, and attach the tickets created today: the Site report ticket, any defects and any instructions recorded as tickets. Read more in Create & Edit Project Reports, Attach Photos to Project Reports and Attach Tickets to Project Reports.
Submit the project report. It is now locked. Save the Site report ticket.

On a day with no work, still create both. Weather: Rain. Workers on site: 0. Activities: "No work, site closed due to rain." Hours lost: the planned hours. That entry is worth more in a claim than any other.

Once a week, walk the SiteView route and record the run. Read more in Record a Run with the Insta360 App.

No signal on site: the app stores both reports and syncs later. Read more in Working Offline.

Countersign (Client's Supervisor)

Every Friday, the client's supervisor reviews the week's project reports on the site manager's tablet and signs each in the signature field of the PDF. Where they disagree with an entry, they write a comment on the day's Site report ticket rather than refusing to sign, so that the disagreement is recorded next to the entry with a date. The site manager ticks Signed by supervisor on the Site report ticket. Read more in View & Browse Project Reports and Comment a Ticket.

If the supervisor has their own PlanRadar user, they can instead sign the Site report ticket directly, which locks it. Read more in Sign a Ticket.

Review Weekly (Office, Webapp)

Filter the Site report tickets for the week. Check that every working day has one. Read more in Filter Tickets.
Open the week's SiteView run and compare it with last week's run at the same points. Read more in View & Navigate 360° Images.
If the project has a schedule in PlanRadar, update the progress of the phases that moved this week. Read more in Schedules and Set Status & Progress of a Ticket.
Create the weekly progress report for the client: a ticket report of the week's Site report tickets with photos, plus the progress photos from the fixed viewpoints. The AI Assistant can draft the summary text from the week's tickets. Read more in Create a Ticket Report (PDF) and Generate an AI Project Summary.
Send it. With PlanRadar Connect the report can be generated and emailed every Friday without anyone doing it by hand.

Retrieve for a Claim (Office, Webapp)

When the steel delivery is three weeks late and the client asks why the programme slipped:

Filter Site report tickets by Report date for the period and by Obstruction cause Late delivery. Sum Hours lost. Read more in Filter Tickets.
Ask the AI Assistant for the same thing in plain language, for example "site reports in March with late delivery as obstruction cause", and save the filter. Read more in Search for Tickets with AI Assistant.
Export the period as a ticket report PDF, one day per page with photos, and as Excel for the quantity surveyor's calculation. Read more in Create a Ticket Report (PDF) and Create Excel Templates for Exporting Tickets.
Download the signed project reports for the same days. They carry the supervisor's signature. Read more in Download Project Reports.
Open the SiteView runs for the start and end of the period to show the state of the works on each date.

Every entry carries the date and time it was made in the ticket journal. A report written on the day it describes is worth more than one written a week later, and the journal shows which it was. Read more in Track Activity on a Ticket in the Journal.

Updated September 11, 2026