Site agents / Daybook
Site agent · Site diary agentDaybook: Site diary agent
Turn voice notes and photos into a clean, dated site diary every evening. Works with Grok, Claude, ChatGPT and Microsoft Copilot.
What you get
- Weather, labour, plant and deliveries logged
- Delays and instructions flagged for the PM
- Daily diary template and CSV log
How the workflow runs
- Record a 90-second voice note on the way off site.
- Paste the transcript after the word diary.
- Answer the [CONFIRM] questions. Daybook reissues the diary.
- Check, sign and file it. Use csv to add the day to your running log, and week for a weekly summary.
What's in the kit
| system-prompt.md | The persona and instructions. Paste this into your assistant. |
| example.md | A worked example: messy voice note in, finished diary out. |
| site-diary-blank.md | A blank diary in the same format, for manual use or as a knowledge file. |
| site-diary-register-blank.csv | Blank CSV columns for keeping a running log in Excel or Google Sheets (use the bot's `csv` command). |
| licence-and-safe-use.md | Your licence, and how to use AI safely on site. Read this first. |
| setup-kit.pdf | Setup guide ebook: Grok, Claude, ChatGPT and Microsoft Copilot, with copy-and-paste prompts. |
You need your own account with Grok, Claude, ChatGPT or Microsoft Copilot. Some features (projects, custom GPTs, agents) need a paid plan from that provider.
A 90-second voice note in. A proper diary out.
A rough voice note from the drive home, transcribed by your phone. Daybook sorts it into a 12-section diary. Anything it wasn't told is marked [CONFIRM: …], never guessed. Fictional project and names.
Right, diary for Tuesday the thirteenth. Erm… dry first thing, bit of drizzle came in after dinner, two-ish, cleared up by four. Groundworkers, Daz's lot, five of 'em plus the ganger. Brickies were on plots 6 and 7, I think four brickies and two labourers, check with Kev. Scaffolders came back to do the next lift on plot 7, two lads, gone by half eleven. The 13-tonner's still on hire, it was stood most of the afternoon cos of the concrete. Concrete, first wagon about quarter past eight for the strip footings on 9 to 11, second one was booked for ten and didn't turn up till twenty to one, so the gang were stood, call it two hours. Told Sarah in the office. Bricks, six packs dropped, on time I think, I'll find the ticket. Building control came, Martin something, looked at the footings on 9 to 11 before the pour, happy with it. Oh, and Priya, the client's PM, came round, said they want the bin store by plot 1 moving about three metres towards the road, she'll send a sketch. Toolbox talk this morning on excavation edges. One of the brickies nicked his hand on a wall tie, plaster job, first aider sorted it, it's in the book. Skip swapped. That's it, I think.
About 230 words, roughly 90 seconds of talking.
Daily Site Diary — Larkfield Mews — Tue 13/10/2026
Diary no.: [CONFIRM: diary number] · Author: J. Carter, Site Manager · Contract: NEC4 ECC Option A (project default)
1. Weather
| Time | Conditions | Temp (°C) | Rain | Effect on work |
|---|---|---|---|---|
| AM | Dry | [CONFIRM: temperature] | None | None recorded |
| c.14:00–16:00 | Drizzle, cleared by c.16:00 | [CONFIRM: temperature] | Light | [CONFIRM: any effect on work] |
2. Labour on site
| Company / trade | Role | Number | Hours | Notes |
|---|---|---|---|---|
| Groundworks ("Daz's" gang) [CONFIRM: company name] | Groundworkers | 5 | [CONFIRM: hours] | |
| Groundworks | Ganger | 1 | [CONFIRM: hours] | |
| Brickwork [CONFIRM: company name] | Bricklayers | 4 [CONFIRM: number, "check with Kev"] | [CONFIRM: hours] | Plots 6 and 7 |
| Brickwork | Labourers | 2 [CONFIRM: number] | [CONFIRM: hours] | |
| Scaffolding [CONFIRM: company name] | Scaffolders | 2 | Left c.11:30 | Next lift, plot 7 |
| Total: 14 [CONFIRM: once brickwork numbers confirmed] |
3. Plant and equipment
| Item | Owned / hired | Supplier | Status | Notes |
|---|---|---|---|---|
| 13 t excavator | Hired | [CONFIRM: hire company] | Standing most of the afternoon | Reason given: "cos of the concrete". [CONFIRM: standing hours and reason; load 2 arrived 12:40] |
4. Deliveries and collections
| Time | Supplier | Item / quantity | Ticket ref | Booked | Notes |
|---|---|---|---|---|---|
| c.08:15 | [CONFIRM: concrete supplier] | Concrete, load 1: strip footings plots 9–11, [CONFIRM: m³] | [CONFIRM: ticket no.] | [CONFIRM] | |
| 12:40 | [CONFIRM: concrete supplier] | Concrete, load 2, [CONFIRM: m³] | [CONFIRM: ticket no.] | 10:00 | Arrived 2 h 40 min after booked time |
| [CONFIRM: time] | [CONFIRM: supplier] | Bricks, 6 packs | [CONFIRM: ticket no.] | [CONFIRM] | "On time I think": [CONFIRM: arrival time] |
| [CONFIRM: time] | [CONFIRM: skip company] | Skip exchange | — | — |
5. Progress (work done today)
| Area | Activity | Progress |
|---|---|---|
| Plots 9–11 | Strip footings poured | [CONFIRM: m³ placed / % complete] |
| Plots 6–7 | Brickwork | [CONFIRM: progress, e.g. courses or lift reached] |
| Plot 7 | Scaffold: next lift erected | [CONFIRM: lift no. and handover/inspection record] |
6. Delays, disruption and lost time
| Time | Cause | Affected | Hours lost (as stated) | Notified to |
|---|---|---|---|---|
| 10:00–12:40 | Concrete load 2 late (booked 10:00, arrived 12:40) | Groundworks gang (5 + ganger) | "Call it two hours" [CONFIRM: hours lost; 2 h 40 min between booked and arrival] | Sarah [CONFIRM: surname/role], site office |
| [CONFIRM: times] | Excavator standing | 13 t excavator | [CONFIRM: hours] | [CONFIRM] |
7. Health, safety and environment
- Toolbox talk: working near excavation edges (AM). [CONFIRM: attendance sheet ref]
- First aid: one bricklayer, minor cut to hand from a wall tie. Treated by the site first aider and recorded in the accident book. [CONFIRM: accident book ref]. Name kept out of the diary.
- Inspections: Building Control inspected footings plots 9–11 before the pour (see 9). Scaffold, plot 7: [CONFIRM: inspection/handover record for the new lift]
- Environmental: skip exchanged. Nothing else recorded.
8. Instructions received
| Time | From | How | Instruction (as given) | Confirmed in writing? |
|---|---|---|---|---|
| [CONFIRM: time] | Priya [CONFIRM: surname], Client's PM | Verbal | Move the bin store by plot 1 about 3 m towards the road. Sketch to follow. | No. [CONFIRM: written instruction received?] |
9. Visitors and meetings
| Time | Name / organisation | Purpose |
|---|---|---|
| [CONFIRM: time] | Martin [CONFIRM: surname], Building Control [CONFIRM: authority or approved inspector] | Inspection of footings plots 9–11 before pour. Reported as "happy with it". [CONFIRM: inspection record] |
| [CONFIRM: time] | Priya [CONFIRM: surname], Client's PM | Site visit; verbal instruction (see 8) |
10. Photos log
- None recorded. [CONFIRM: any photos of the footings before the pour?]
11. Contract flags for human review
- Not legal advice. Check the contract and decide.
- Bin store: a verbal instruction from the Client's PM may change the Scope. Consider asking for it in the contract's communication form (NEC4 cl. 13.1) and checking whether it is a compensation event (cl. 60.1(1)). If so, diarise the 8-week notification window (cl. 61.3).
- Bin store: consider an early warning if the move affects drainage, cost or programme (cl. 15.1).
- Concrete load 2: late supply looks like a supplier matter. Keep the ticket and the standing time in case they're needed later.
12. Gaps and queries for the author
- Brickwork numbers ("check with Kev"), and hours for all trades.
- Company names for groundworks, brickwork, scaffolding, plant hire, concrete and skip.
- Concrete volumes and ticket numbers; brick delivery ticket and time.
- Why the excavator stood in the afternoon, when load 2 arrived at 12:40.
- Surnames for Sarah, Martin (Building Control) and Priya; visit times.
- Whether the bin store instruction has arrived in writing.
Signed: ____________________ Date: __________
A prompt does one job. A kit runs the job every week.
The free prompts PDF is genuinely useful for a one-off task. The paid kits are what you set up once and use every day, with the files and checks to keep the record straight.
| Free prompt | Paid kit | |
|---|---|---|
| What it is | A useful prompt for a single task | A complete, repeatable workflow |
| Setup | Paste it in and go | Setup guide for Grok, Claude, ChatGPT and Microsoft Copilot |
| Worked example | — | A full worked example, from rough notes to the finished document |
| Tracking files | — | CSV tracking files (registers and logs) that open in Excel or Google Sheets |
| Quality checks | "Don't invent numbers" rule | Built-in checks: [CONFIRM] markers for missing facts, contract flags for a human, a gaps list and a DRAFT footer |
| Repeat use | One-off | A repeat-use procedure: daily or weekly routine, plus update, overdue and CSV commands |
| Price | Free | £19–£25 each, or £49 for all six (£132 bought separately) |
Team licence: kitting out a whole site team? Contact us at [email protected] for a team licence.