Getting Started with Shift Reports

This guide is for users responsible for daily site reporting and monitoring using Shape’s Shift Manager.

In this guide, you’ll learn how to:
Create and publish shift reports
Invite collaborators
Share and export reports
Using the ‘data completeness indicator’ to help produce comprehensive reports

What is a Shift Report?

Shift Reports are an essential tool for recording daily site activities in a structured format. They help teams:
Track site progress
Record delays or downtime
Monitor resource use (labour, plant and materials)
Document health and safety observations

Shape Shift Reports take this further by also allowing you to:
Link site progress to programme activities
Connect downtime or delay items back to project Issues
Fully allocate resources (labour, plant and materials) to recorded progress or delay logs

Structure of a Shift Report

• Project Details: Contains essential context information about the project.

• Shift Details: Includes shift specific information which all inputs in this specific report refer to, such as report date and weather conditions.

• Progress Records: This section is for capturing any progress logs and specifying what work has been completed. Add a separate progress log for each work item.

• Downtime and Delays: This section is for recording non-productive time or incurred delays. Add a separate downtime/delay log for each downtime/delay item.

• Resources: This section is for adding labour, plant and material resources. Input all personnel, equipment, and materials involved in the shift and allocate their time to progress/downtime logs accordingly.

• Health, Safety, and Environment (HSE): This section is for capturing any health and safety observations or environmental notes.

• Attachments: Include any general files or supporting documents.

How to Create a New Shift Report

Step 1: Create New Shift Report
Navigate to the Shift Reports tab in the left-hand side control panel.
Select + New Shift Report in the top right corner.
Note: Upon creating a new report you can import data from the last completed shift report by selecting Pre-fill from Previous. This allows you to update only the changes specific to the current day.

Step 2: Edit Visibility Settings
Control who can access your shift report through visibility settings in the top-left of the editor:

• Private: Visible only to your organization

• Project-Wide: Accessible to all project members

Step 3: Add Collaborators
You can invite collaborators from your organisation to assist in populating your Shift Report prior to publishing:

• Click on Collaborators at the top of the shift report editor

• Add team members who you would like to collaborate with

• Note: Only the original author retains the ability to publish the report

Step 4: Input Project and Shift Details
To add a progress log, click Add Progress to fill out a description, location, units progressed, and whether the activity was planned. Attach your evidence.
If you already have Activities loaded into Shape you can select these directly from the Activity dropdown menu which will link your progress log to that Activity (see the ‘How to Create or Import Activities within Shape’ helpdesk article for help with this).

Step 5: Input Progress and Downtime/Delay Logs
To add a downtime or delay log, click Add Downtime to fill out an issue description, time lost (hrs), and reason. Attach your evidence.
If you already have Issues which have been raised in Shape, you can select these directly from the Issue dropdown menu which will link your downtime log to that Issue (see the ‘How to Create an Issue with Shape’ helpdesk article for help with this).

Step 6: Input Labour, Plant, Material Resources and Complete Allocations
Add People, Equipment and Material which are relevant to any of the previously inputted progress or downtime logs.
You can then allocate time spent for each person, material, and equipment entry back to your previously inputted progress or downtime/delay logs.

Step 7: Input Report Ancillary Items (Notes, H&S Items, Attachments)
To complete your report you can add Notes, Health & Safety Notes and upload general files or supporting information.

Publishing and Completion Indicators

Once you have finished populating your report you can do the below:

• Preview: Review your report prior to publishing

• Data Completeness Check: Use the Data Completeness Indicator to evaluate report completion. Click on it to identify and address missing fields to enhance your report's completeness score

• Publish: Click Publish in the top-right corner. This will automatically generate a formatted PDF
  Note: Once a Shift Report has been published it cannot be edited

Duplicating or Exporting Published Reports

Upon publishing:

• Locate the report under the Published tab

• You can choose to Duplicate or Export (as a PDF) the report for external sharing or backup

Manager View – Monitoring and Compliance

Shift Manager contains a Manager View tab which allows you to review daily compliance in terms of quantity and completeness of published shift reports. This is useful for overseeing reporting activities and ensuring compliance.

Summary

This guide covers the key features and best practices for using Shift Reports in Shape. Keep this guide handy for step-by-step help with creating new Shift Reports or enhancing the detail and quality of your reports. For further assistance you can contact the Shape support team at support@shape.construction.