How to edit a site diary entry in Foreman
Crew fix their own notes and photos, Site Managers correct hours, and every change is kept in the entry's history.
To edit a site diary entry in Foreman, open it and tap Edit. Crew can fix the description and add photos on their own entries, but can't remove a saved photo. A Site Manager can also change hours and dates on their projects. Only an Admin can move an entry to another project or delete it. Every change is recorded in the entry's history.
Who can change what
| Description and adding photos | Hours and date | Move to another project | Delete | |
|---|---|---|---|---|
| Site Crew, on their own entries | Yes | No | No | No |
| Site Manager, on projects they manage | Yes | Yes | No | No |
| Admin, on any entry | Yes | Yes | Yes | Yes |
One exception. If an entry was created by checking out, the crew member it belongs to can't change its hours, even if they're also the Site Manager on that site. Those hours are the measurement of their own check-in and check-out. Another Site Manager on the site, or an Admin, can still correct them.
If you try to change something your role doesn't cover, Foreman tells you. It won't quietly drop the change. For more on the roles themselves, see user roles in Foreman.
How to edit an entry
- Open Site diaries, or a project's Site diary, and tap the entry.
- Tap Edit. The Edit diary entry box shows only the fields you're allowed to change.
- Make your changes. Hours move in 15-minute steps, up to 12 hours.
- To add photos, use Add photos. It opens the camera, the same as when you log an entry.
- Tap Save changes.
Adding photos while editing means a shot you forgot to take doesn't need a whole new entry. Removing a photo works differently: only an Admin can delete a photo, from the photo viewer.
The edit history
Each entry has a History section below its card. It's collapsed by default and shows a count, for example History (3). Tap it to see each change, newest first: who made it, when, and what changed. Hours, date, site and description show the old and new values. Photos show a count, such as "Sam Nguyen added 2 photos".
The last line says how the entry started: Created by check-out, Logged by someone, Logged by a Site Manager for a crew member, Auto-closed after 12h or Checked out automatically: site archived. Your own changes show as "You".
Anyone who can see the entry can see its history, including the crew member it belongs to. When a Site Manager changes the hours on a checked-out shift, the entry still shows the original check-in and check-out times alongside the new hours.
What the marks on an entry mean
If your business records hours by checking in and out, you'll see a couple of marks in the diary.
No check-in means the crew member typed the hours in by hand on a day they didn't check in. It isn't an error. It tells the Site Manager those hours weren't backed by a shift, so they're worth a quick look. Entries a Site Manager logs for a crew member never get this mark.
Auto-closed after 12h means someone checked in and never checked out, so Foreman closed the shift 12 hours after check-in. The entry shows "Hours missing: no check-out" instead of a number, adds nothing to hours totals, and has a blank hours cell in the CSV export. To fix it, a Site Manager or Admin opens the entry, taps Edit and sets the real hours. The crew member can't set them on their own entry.
You might also see Possible duplicate, which is covered in logging hours for a crew member, and "Checked out automatically: site archived" when a project was archived mid-shift.
Deleting an entry
Only an Admin can delete an entry. Open it, tap the three-dot menu, choose Delete entry and confirm. The entry and its photos are removed for good, along with its history, and it won't appear in later exports. If the only problem is the wrong project, an Admin can move it instead, and its photos move with it.
Good to know
- If a Site Manager stops managing a project, they can't edit its entries any more. Their past changes stay in the history.
- An entry can't be moved to an archived project. Unarchive the project first, or pick an active one.
- Some old entries from before Foreman started keeping history have no History section at all.
For the basics of logging an entry, see how to log a site diary entry. For why a correctable, recorded diary matters if there's ever a dispute, read how to keep a site diary.