Orders
Standing instructions you acknowledge (your signature that you are aware of them). They live until revoked or until a deadline.
How the shift diary works
The shift diary is a structured, signed record of a shift: what happened, who was present, which orders were in force, what became of the tasks, and what events occurred. It is not free text in a box — it is made of well-separated elements, each leaving its own auditable trace. The diary closes at the end of the shift, and the closed content becomes the PDF and the report.
If you have never used it, this page orients you: what the elements are, what the daily flow is, what happens after the shift, and where to go next.
What the diary is made of
Section titled “What the diary is made of”Tasks
What has to be done in the shift — one-off or recurring. Your job is not to finish everything but to report honestly where it stands. An unfinished task carries over to the next shift.
Events
Whatever needs to leave a trace: a fault, an HSE event, a material release, a process deviation. With a type and a severity, so the report can filter later.
Maintenance
Maintenance work done or started during the shift: title, status, priority, owner, due date. Open work stays visible in the following shift.
Roster and attendance
Who actually worked the shift — from the maintained worker roster, with name and position. Recorded in the diary header; it goes into the PDF and the report too.
Diary elements (data points)
Your plant’s own fields — readings, flags, lists, tables, images, notes — set up by your admin in an editor. They can differ per plant.
The daily flow
Section titled “The daily flow”A shift always runs the same chain:
Start the shift → fill in the diary elements → acknowledge orders · report tasks · log events and maintenance → close the shift → PDF + report.
Every step leaves a signed trace (who, when) that cannot be edited afterwards — and that is exactly what makes the diary auditable. A closed diary is view-only; the data inside it also appears, aggregated per site, on the Reports tabs.
The diary opens and closes by itself
Section titled “The diary opens and closes by itself”The shift diary does not depend on anyone signing in. If Automatic shift diary is enabled for your organization, then “the system creates and closes the shift diary automatically according to the shifts set under Master data → Shift schedule — regardless of login”. A diary closed this way is marked “Auto-closed” on the timeline — you can see it was not a person who closed it.
Two practical consequences:
- The shift schedule is not a formality: it is what tells the system when a shift starts and ends.
- You can still close it yourself inside the window before the shift ends — the automation only picks up what was left, it does not take the diary out of your hands.
Multiple plants, multiple sites
Section titled “Multiple plants, multiple sites”A diary is always the diary of one plant, one shift. If your organization runs several plants, you switch between them in the diary’s top bar — each plant has its own diary structure, its own log and its own writer permissions. If you also have several sites (geographically separate locations), you switch site in the header: each has its own plants, diaries, roster and shift schedule.
Who sees which site and plant is decided by roles and access lists — that is what Basics: sites, plants and who sees what is about.
What happens after the shift
Section titled “What happens after the shift”A PDF of the closed diary
Every closed shift produces an unalterable PDF, stored on the server — even if no email dispatch is configured. It can be opened and downloaded from the archive at any time.
Automatic dispatch
The end-of-shift report goes out on a timer, by email to the configured contacts — regardless of login, in a separate email per site and per shift.
Archive and search
Earlier diaries are filterable and searchable: by status, date, who finalized them, and plant.
Reports and data export
Any data point of the diary can go into a CSV/Excel report with a report builder; saved report definitions can be re-run later.
Who does what
Section titled “Who does what”The diary elements are tied to permissions — who can do what is set by your admin on the roles. The system knows 11 built-in roles (from operator through shift leader and data supervisor to system administrator), and custom roles can be created too. A shift leader typically logs events, reports tasks and acknowledges orders; an administrator additionally issues orders/tasks and builds the report.
If you cannot see a button, it is usually either the permission or the diary’s state (open/closed) — and with multiple sites it also matters which site you have access to.
Always true
Section titled “Always true”- Audit trail: every change is recorded in an append-only log, in the spirit of ISO 45001 §10.2. Nothing can be rewritten in secret; a closed diary cannot be edited.
- EU data residency: the data stays in the EU (GDPR); on your own server or on-premise on request.
- Bilingual interface: the interface language is set per organization (Hungarian and English today), and you can override it for your own account. Date and number formats follow the language.
Start here
Section titled “Start here”Open and close the shift diaryThe two gates: opening and finalizing — with no manual save in between.
Log an event in the diaryA fault, an HSE event, a material release — this is how you leave a trace.
Report a task's statusFour statuses, and why a reason beats an empty task.
Acknowledge a management orderYour signature on a standing instruction — the trace an audit looks for.
View closed diaries and the PDFThe archive, the filters and the diary's PDF.
Basics: sites, plants and who sees whatThe three levels and access — if you run several plants or sites.