Skip to content
Submit a request
  • There are no suggestions because the search field is empty.

Getting Started with Shift Reports

Learn how to create, populate, and publish daily site reports using Shape’s Shift Manager

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

     

  • Use Progress Logs

  • Invite collaborators

  • Share and export reports 

  • Using the ‘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 importing existing progress logs or creating new ones and specifying what work has been completed. 

  • 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: Record Progress 

Progress can be recorded in a number of ways:

  1. Adding existing Progress Logs from the field.

  2. Creating a new Progress Log directly in Shift Report.

  3. Select and add activities from your activities list, with options to filter by Work Plan, Location, or date.


Progress Logs

Use Quick Capture in Channels mobile to send Progress Logs straight from the field.

Add photos, units, link to an Activity and change the % complete, all from the mobile. 

 Completed Progress Logs can be found in the Logs > Progress Logs section in the sidebar. 

Alternatively, create Progress Logs from within Shift Reports. 


             

To add a progress log, click Add Progress to fill out a description, link it to a work activity (optional), 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: Record Downtime/Delay Logs
To add a downtime or delay, click Add Downtime to fill out the issue description, what activity it affected, 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
Use this section to record all resources used during the shift.

Add Labour (people), Plant (equipment), and Materials with details such as role or trade, equipment type, quantities, and hours on site. Allocate each entry to your specific progress or downtime/delay records to show:

- Who worked on which activities, and for how long  
- Which plant was in use, idle, or affected by downtime  
- Which materials were used for each scope of work  

These allocations create a clear, auditable link between resources, completed work, and non-productive time.

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
  • "In Review" shows the Shift Reports that are waiting for manager review. 

 

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.