Notts On Site: guide for site managers and admins

Your screen

You clock in and out like everyone else, using the Clock tab, and take quality photos in the Quality tab. You also get two extra tabs:

• On site: who is clocked in right now, at each site. Use it for the fire roll call.
• Approve: check and approve the hours worked at your sites each week.

Fire roll call

1. Open On site. It lists everyone clocked in, grouped by site.
2. Tick each person as they're accounted for. The count shows how many are left.
3. Tap Clear roll call ticks afterwards. Ticks only stay on your phone.

“GPS ok” means their phone was on site when they clocked in. “Check” means it wasn't, or the phone had no location.

Approving hours (every week)

1. When the week's work is finished, open Approve. It opens on the week that needs approving.
2. Check each person's hours at your site. Next to each name you'll see:
   Confirmed they've agreed their hours · Query they think something's wrong (their note is shown) · Not confirmed they haven't checked yet · Still in they haven't clocked out
3. Flagged clockings (e.g. “2.4 km away”, “No clock-out”) are listed under the site. Look into each one, then tap Mark checked and say what you found, e.g. “Collecting materials from the yard”. Approve stays greyed out until every flag is checked.
4. If the hours are right, tap Approve … hours. You'll see ✓ Approved with your name.

You can only approve your own sites. You can't approve while someone is still clocked in there, or once the office has signed the week off (🔒 locked). Use ‹ Prev and Next › to look at other weeks.

Quality records (your sites)

1. Open Quality. You see everyone's records. Set Show to To review and pick your site.
2. Tap a record to see all its photos, the GPS, notes and measurements. Then tap Accept, or Needs rework and say what needs re-doing, e.g. “Bedding not visible – photo before backfill”. The operative sees it on their phone and re-photographs it. The original is kept and shows as Reworked.
3. Item not on the list? In a new record choose + Add a new item to the list… It's added for that site only. If an operative typed their own title, open the record and tap Add this title to the site's item list.
4. PDF quality pack (e.g. for the client or handover): pick the site, and a plot if you want just one, tap PDF quality pack, then Make PDF. It downloads, and a copy is saved in Dropbox.

Your screen

Admins have everything site managers have, plus Timesheets (hours, corrections and sending to payroll) and Admin (staff, sites, quality items, Dropbox and backups). Admins can sign in on any device, and can review quality records at every site.

Quality items, Dropbox and backups (Admin tab)

• Quality items: the list staff pick from. Rename or hide items, or add one for every site. Items a site manager added show “site only”; tap Make all sites to share one with every site.
• A record added by mistake (wrong site, wrong photos): open it in Quality and tap Hide (mistake) with a reason. Nothing is ever deleted.
• Backups: every Sunday night, all the app's records are saved as spreadsheets to your own Dropbox → Notts On Site backups (not shared, as it holds everyone's hours). Dropbox and backups shows the last one and warns if it's over 8 days old or failed. Tap Back up now any time.
• Don't rename or move the Notts On Site folders in Dropbox. Moving or renaming the photos inside them is fine.

Weekly payroll: step by step

1. Open Timesheets. It opens on the week to be paid. The Send to payroll box at the top shows what's outstanding: who hasn't confirmed, any queries, sites not approved and anyone still clocked in.
2. Check Flagged clockings further down the page (see the table below). Site managers mark these as checked; you can too.
3. Fix anything wrong with Add a manual clocking:
   • Wrong time (e.g. a late clock-out): in Correcting, pick the wrong clocking, then set the right time.
   • Missing clocking (e.g. a forgotten clock-out): in Correcting, leave it on “Nothing – add a missing clocking”, then pick the site, type and time.
   • Always give a reason. The original clocking is kept on record and never deleted.
4. Chase anyone who hasn't confirmed, and any site manager who hasn't approved. The Week approval and sign-off box shows each site: who approved it and when, or what's missing.
5. When the week is over and every site is approved, tap Sign off week for payroll. The week is now 🔒 locked: no clock-ins, manual clockings or corrections can be added to it.
6. Tap Send to payroll (only works once the week is signed off) and confirm. One email goes to accounts@nottsltd.co.uk, with the hours per person and two spreadsheets attached. You'll see ✓ Sent, and it's logged with your name.
7. Need to change a signed-off week? Tap Unlock week and give a reason (it's logged). Make the correction, get the site re-approved, sign off again, then send. It goes as REVISED, so payroll knows to use the new version.

What the flags mean