Site Diary

Capture every moment on site. Stay compliant. Gain clarity.

The Cheops Site Diary module empowers your team to record daily site activities, incidents, weather, plant usage, labour and more — all from mobile or desktop. With built-in Smart Form technology, you ensure your records are accurate, audited, and always in sync with your project’s financials and compliance needs.

Key Features

• Custom Smart Forms – Create site diary entries using a mix of text, checkboxes, photo attachments and signature fields tailored to your project.
• Pre-filled Data & Look-ups – Automatically populate date, time, project and user fields to save time and maintain consistency.
• Revision Control & Audit-Trail – Track form versions, view past entries and maintain full documentation for audits or claims.
• Mobile & Responsive Design – Field teams can make entries on any device, online or offline, ensuring nothing is missed.
• Integrated Alerts – Receive notifications if entries are missing or overdue, keeping each site updated and compliant.

Business Benefits

• Save time & reduce manual admin – Field staff spend less time on paperwork and more time on site-activities with digitised entries.
• Enhance accountability & visibility – Keep everyone aligned with real-time site data, photos and logs that feed directly into project dashboards.
• Support dispute resolution & compliance – Maintain a robust audit trail of site activities, weather, labour and plant usage — critical in claims or regulatory reviews.
• Improve decision-making – Spot emerging issues, delays or cost impacts with accurate daily logs that feed your project financials.
• Strengthen team collaboration – Field and office teams access one source of truth, reducing confusion, duplication and miscommunication.

Request a Demo today to see how Cheops Site Diary keeps your sites documented, teams connected and projects moving with confidence.

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Mobile Purchase Orders

Create purchase orders on-the-go. Commit costs instantly. Keep your projects moving.

With the Cheops Mobile Purchase Order module, you enable site-based staff to issue purchase orders from their smartphone or tablet, instantly capturing commitments against your project budget. This ensures fast, accurate procurement and real-time visibility into your cost commitments.

Key Features

• On-site PO Creation – Issue purchase orders directly from any mobile device, with a simple, responsive interface.
• Real-Time Budget Commitment – Record committed costs to a project immediately when the PO is raised.
• Custom Approval Workflows – Route mobile POs through designed approval paths before they’re issued to suppliers.
• Email Supplier Documents from Mobile – Send pre-formatted purchase orders straight to your suppliers from the device.
• Adaptable Mobile UX – Interface adjusts to device orientation and screen size for ease of use on the go.

Business Benefits

• Speed up procurement – Issue POs immediately on site, reducing delays and getting materials or services committed faster.
• Increase cost control – Commit costs to the correct project and cost-code instantly, giving you tighter budget control.
• Reduce risk of errors – With mobile entry and integrated workflow approval, you minimise manual re-entry and mis-commitment of costs.
• Empower your site team – Give your field staff the tools to take action in the moment, freeing up admin time in the office.
• Maintain one source of truth – Mobile POs feed directly into your Cheops system, keeping procurement, job-costing and financials fully aligned.

Request a Demo today to see how the Mobile Purchase Order module empowers your site team, strengthens cost control and keeps procurement flowing smoothly.

Defect Management

Capture, assign and close defects from the field—before they cost you time and money.

Cheops’ Defect Management module gives you mobile-enabled tools to log defects on site—complete with photos—distribute tasks to responsible parties, track status in real time and archive full audit trails.

Key Features

• Mobile defect capture – Record defects on your phone or tablet with photo evidence and mark-up tools.
• Action-list distribution – Assign defects to subcontractors or internal teams and send notifications instantly.
• Status tracking – Monitor each defect’s lifecycle: unallocated, submitted, in-progress, finalised.
• Due-date monitoring – Allocate target completion dates and keep tabs on overdue items.
• Audit-ready history – Maintain a permanent log of defect entries, updates and resolutions for claims or compliance.

Business Benefits

• Stay ahead of issues – Identify defects early and resolve them before they escalate into costly rework or claims.
• Improve accountability – Assign responsibility clearly and track progress so nothing slips through the cracks.
• Save time and reduce rework – Field staff log defects directly; office admin doesn’t need to chase lost paperwork.
• Strengthen project quality – With visible tracking and resolution, you maintain higher standards and deliver better finishes.
• Support claims and handover – Detailed logs and photo-backed records give you defensible evidence during defects liability periods or disputes.

Request a Demo today to see how Cheops Defect Management helps you close out issues faster, reduce headaches and protect your project margin.

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Site Induction

Get every person it-right before they step on site — faster, safer, smarter.

Cheops’ Site Induction module lets you digitise and customise your inductions, so you can onboard workers, contractors and visitors efficiently, ensure compliance, and maintain full audit-ready records—all from mobile or desktop.

Key Features

• Ready-to-use induction forms – Choose from a library of preformatted templates to get started quickly.
• Fully customisable workflows – Tailor form fields, approval flows and site-specific rules to match each project.
• Mobile-friendly and responsive – Inductees can complete their induction on any device before arriving onsite.
• Digital signatures & photo capture – Securely capture and store sign-off with photographic evidence.
• Approval tracking and audit logs – Track status of each induction and maintain records for compliance and safety audits.

Business Benefits

• Save time on onboarding – Shift from manual, paperwork-led inductions to streamlined digital check-in, enabling quicker site access.
• Reduce risk and ensure compliance – Standardise induction content and maintain full records to support audits and safety regulations.
• Enable remote readiness – Allow workers to complete induction requirements ahead of site start, reducing delays and downtime.
• Improve clarity and consistency – Deliver the right induction messaging to the right person, every time, across roles and sites.
• Maintain accurate records of every induction – One place for all induction data avoids lost forms, missing updates and fragmented compliance.

Request a Demo today to see how Cheops Site Induction can speed up your onboarding, strengthen site safety, and keep your project compliant from the gate.

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Smart Forms

Digitise field data capture, streamline workflows, and improve visibility across every project and business process.

Cheops Smart Forms, part of Cheops Document Management, provide a powerful, mobile ready way to capture structured data from both head office and project sites. They replace paper forms, spreadsheets, and manual processes with real time, accurate, and auditable digital workflows.

Key Features

Customisable Smart Forms for Any Business Process

• Build forms for site diaries, inductions, incidents, inspections, approvals, and more
• Standardised templates ensure consistent data capture across all projects
• Supports text, dropdowns, lookups, checkboxes, photos, signatures, and attachments

Mobile & Site Ready Data Capture

• Complete forms directly from phones, tablets, or laptops
• Works seamlessly on job sites, in the field, or at head office
• Reduces reliance on paper, manual notes, and delayed data entry

Site Diaries

• Record daily activities, labour, plant, weather, delays, and site conditions
• Attach photos and notes for accurate daily reporting
• Automatically feeds into project reporting and dashboards

Site Induction Control & Recording

• Capture worker details, competencies, and induction acknowledgements
• Maintain a live register of inducted personnel
• Supports compliance with WHS and site access requirements

Incident Reporting with Escalation Workflows

• Capture incidents, near misses, hazards, and corrective actions
• Automated escalation to supervisors, safety managers, or head office
• Ensures timely response and full traceability

Project Attendance Tracking

• Record who is on site each day
• Supports subcontractor attendance, labour hours, and workforce reporting
• Integrates with site diaries and WHS compliance

Automated Workflows & Notifications

• Route submitted forms to the right people for review or approval
• Trigger alerts for overdue actions or escalations
• Ensures nothing is missed or left unaddressed

Real Time Reporting & Dashboards

• Consolidate data from all projects into centralised reports
• Analyse trends in incidents, attendance, productivity, and compliance
• Export or share insights with management and stakeholders

Business Benefits

Faster, More Accurate Data Collection

• Eliminates manual paperwork and double handling
• Ensures data is captured at the source, in real time
• Reduces errors, omissions, and inconsistencies

Stronger Compliance & Governance

• Provides auditable records for WHS, quality, and project controls
• Ensures inductions, incidents, and site diaries are properly documented
• Supports ISO and regulatory compliance

Improved Project Visibility

• Head office gains real time insight into site activity or overall company
• Visualise data as a graph
• Project managers can monitor attendance, incidents, and daily progress
• Enables proactive decision making

Reduced Administrative Overhead

• Less time spent chasing paperwork or entering data manually
• Automated workflows reduce follow up and admin burden
• Frees project teams to focus on delivery, not paperwork

Better Collaboration Between Site & Head Office

• Everyone works from the same digital forms and data
• Faster communication of incidents, delays, and site conditions
• Ensures alignment across the entire organisation

Supports Digital Transformation

• Moves the business away from paper based processes
• Creates a scalable, standardised framework for data capture
• Future proofs operations with consistent digital workflows

Strategic Outcome

Cheops Smart Forms create a unified, real time data capture and reporting ecosystem across head office and project sites — improving compliance, visibility, and operational efficiency while reducing risk and administrative effort.