You have been invited to use Project Book for this construction project. Use it to check the current information, record what is happening on site and keep questions, evidence and contract records together.
Start here: take a progress photo, find the latest drawing, or raise a question that needs an answer.
You do not need to learn every feature before getting started. Focus on current information, clear records and timely questions.
Open the project invitation and sign in with your own account.
Check the project team and role. Ask the project administrator if you cannot see a project area you need.
Find the current drawings and project information before starting or changing work.
Record progress as it happens, especially work that will soon be concealed.
Raise questions and record changes promptly so the people responsible can respond while the facts are current.
Keep using the project’s agreed instructions and contract procedures. Project Book helps keep the project record together; your contract and the project team’s directions determine the formal process and deadlines.
Site photographs & evidence
Take the photo while the work is visible
A useful site photo shows what the work is, where it is and why it matters. Take it before the next trade or operation makes the work difficult to inspect.
Capture hidden or soon-to-be-covered work, such as foundations, reinforcement, insulation, fire stopping, waterproofing, drainage and services.
Add the location, trade or building element, and a short note explaining what the image shows.
Include an overview and close detail when one image cannot give enough context.
Use the project’s photo categories where available, and review any suggested description before saving.
Before you leave the area: check that the image is attached to the right project, can be understood by someone who was not there, and is not the only copy on a personal phone.
Open drawings from the project register so you can identify the latest available version and see its revision history.
Open the project and go to Drawings & documents.
Search or filter by drawing number, title, discipline or status.
Open the current drawing and check its revision and issue information.
If the drawing appears unclear, incomplete or inconsistent with site conditions, raise an RFI and link the drawing if possible.
Do not rely on a saved copy without checking it. It may have been superseded. If you cannot confirm which information is current, ask the project team before proceeding.
Use a project message for discussion. Use an RFI when a defined question needs a response before work can proceed or a decision is needed.
State what is unclear, where it affects the work and when a response is needed. Include the relevant drawing, specification, photo or location so the design team can respond with the right context.
Give the RFI a clear subject that describes the issue.
Explain the site condition and the specific information or decision needed.
Attach a marked-up drawing or site photo where it helps.
Keep follow-up discussion and the final response in the same thread.
Do not treat silence as approval. Follow the project’s agreed escalation route if the response is urgent.
Bring in the people who need to view information, capture evidence or respond to project questions. Personal accounts make it clearer who added or reviewed a record.
Open the project’s Team area and invite the relevant colleague using their own email address.
Choose the role and access that match their responsibilities.
Start with the site manager, foreperson and anyone responsible for photographs, quality checks, RFIs or contract records.
Ask the project administrator to adjust access if someone cannot see the information they need.
Remove or update access when a person leaves the project team.
Review access before sharing. Project information can have different visibility and permissions. Invite people who need access and check their role is appropriate.
Keep applications and certificates with the project
Where contract administration is enabled for your project, use its Finance / Valuations area to prepare and record valuation information and related payment documents.
Check the project’s valuation dates, format and submission requirements with the contract administrator.
Prepare the application against the agreed schedule, showing work completed and any other amounts claimed with supporting details.
Submit it through the project’s agreed Project Book workflow. Keep the application and supporting information together in the project.
Review the response or interim valuation certificate recorded by the contract administrator, and raise any difference promptly through the project record.
Keep invoices and payment status associated with the relevant valuation where the workflow provides for them.
Check who submits and certifies. Access and steps can vary by project. Project Book records the documents and status; payment entitlement, assessment and deadlines remain governed by your contract.
Changes, delays & extensions of time
Record the event while it is happening
A clear contemporary record helps the team understand what changed, when it happened and how it affected the work.
Record the date, location, activity affected and people involved.
Keep the relevant instruction, RFI, drawing, site photo, delivery information or programme extract with the event.
Notify the contract administrator promptly using the form and timeframe required by your contract.
For a potential Extension of Time, explain the cause, dates affected, activities delayed and current effect on completion, updating the record as the impact develops.
Record mitigation, progress and any later instruction or agreement so the project history stays complete.
Use the project’s contract administration area for notices and EOT documents where it is enabled, and keep related messages and evidence linked to the same event.
A Project Book entry does not replace a required contractual notice. Follow the contract’s notice provisions and check that the notice has reached the required recipient.
Your project record
Make the record easy to trust and find
Drawings, RFIs, photographs, valuations, changes and notices are more useful when they stay connected to the project and carry enough context to be understood later.
Use clear titles, dates, locations and descriptions.
Check that photos and documents are attached to the correct project and record.
Review site photos uploaded by your team when your role includes photo verification. Confirm the image is relevant and its description and location make sense.
Correct missing context or flag an issue while the person who captured the record can still clarify it.
Keep significant project decisions and changes in Project Book rather than leaving the only account in a private message or camera roll.
Think of the next person who needs to understand it. A good record should make sense to a colleague who was not at that part of the site on that day.