Fill in and sign site reports

A job can carry up to five kinds of daily report: Pre-Start, Permit to Work, End of Day, Incident and Gear. None of them gate your clock-in; they're a record of the day, not a checklist you must clear first. Start and fill each one on the job's own page, and find your reports later on Site reports.

Before you start

If the job has a team leader, only that leader can start a report; everyone else co-signs it as they check out. On a job with no team leader, anyone assigned to it can start one.

Start and fill a report

On the job's Overview tab, under Today's reports:

1. Select + Start a report. The menu shows every report kind and its status for today.
2. Select Start report for a new report, or Continue report for a draft. The report opens in a sheet on desktop or as a bottom sheet in the app.
3. Answer the questions your business set up: text, yes or no, checkboxes, a date, a photo, a signature, or, for some templates, a hazard assessment.
4. Select Submit report.

An image field says Up to 10 photos. Select Take photo or Choose from library. You can select several library photos in one visit. ONYX1 prepares each photo before it uploads. If one cannot be prepared or a live upload is refused, the notice names it and gives the reason. Choose a smaller or supported copy, remove a permanent failure, or use Retry for a temporary upload failure. This form uploads while the connection is available; it does not promise to keep a form photo in the offline media queue.

Your answers save as a draft as you type, so a reload or a dead-signal site won't lose them. If you're not the one who can start a report, the job says "The team leader will start it." instead.

Photos and signatures inside these report fields are uploaded directly by the form, not by the offline media queue. If one fails, the file stays in the form and the form shows its own error, such as "Couldn't upload" or "Upload timed out. Check your signal." Use Retry for an image or Save signature again while you are online. These field uploads are out of scope for the separate queued-media refusal notice.

Co-sign

Once a report is submitted, anyone counted as on the job today (including the person who filed it) can add their signature, except on a Gear report, which the team leader fills alone:

1. Select Sign to confirm you’ve checked out.
2. Sign, then select Save signature.

If a workmate has no phone with them, select their name under "No phone? Sign for someone else on this one:", have them sign, then select Save signature. With no signal, your signature shows "Saved. It’ll upload automatically when you’re back online." and is not lost.

If the server later permanently refuses a queued daily-report co-signature, ONYX1 saves the refusal details before removing it from the upload queue so later work can continue. The person whose device queued it sees a notice once explaining why, and can dismiss it. It says signature, not photo, and does not keep the signature bytes after the refusal. Draw the signature again when the notice asks you to. A refusal because the report no longer exists cannot be added back to that report.

If the report is submitted again after you sign, your signature stays on the report but is labelled Signed before the latest changes. That tells the people reviewing the report that the signature predates the current answers.

If a manager sends it back

The job shows "Sent back by a manager:" and the reason. Fix the answers and submit again.

One open Permit to Work at a time

A job can only have one Permit to Work open at once. If a permit was started and never finished, starting a new one on the same job does not create a second draft: it reopens the one that's still open, whatever day it was started on, with a note saying which day that was: "A permit to work from [day] is still open. Finish it or discard it."

If the permit is no longer needed, the person who started it, the job's team leader, or an owner or admin can select Discard it and confirm. A discarded permit stays on Site reports marked Discarded; it does not count toward anything waiting on approval, and the job is free to start a fresh permit straight away.

Find your reports on Site reports

Open Site reports from the menu to see every daily report across your jobs, newest first, on one screen.

• One row of filters sits above the list: type buttons (All types, Pre-Start, Permit to Work, End of Day, Gear, Incident), then Any status, All jobs and a date range. Choose one and the list updates. Clear removes them all.
• The list scrolls inside its card. A dot beside the date means you haven't opened that report yet.
• The list holds the latest 200 reports that match the filters. When it reaches that, the line under it says so; narrow the filters to find an older report.
• Select a report to see it beside the list. The preview shows its status, who approved it and when, whether it was emailed to the customer, and the PDF itself, with Download PDF and Full screen. Use J and K, or the arrows, to move through the reports.
• A report you can still finish shows Continue report, which takes you back to the job. Open full job opens the job.
• If you are an owner or admin, a report waiting on approval also shows Approve and Send back in the preview.

On a phone, select a report to open it full screen. The PDF is not embedded there: use Download PDF or Full screen to read it.

Nothing opens a PDF until you select a report, because a report with no PDF yet is prepared the first time it is opened.