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End-of-Day Site Diary from Foreman Notes

Example prompt: "Every weekday from 4pm, watch for Gmail messages from one of our foremen with a subject starting 'DIARY:' and the job code in the subject. Read the body — work completed today, crew on site, weather, deliveries received, anything flagged — and look up that job in the 'Live Jobs' tab of our jobs Google Sheet for the customer, the programme position, and previous diary entries. Generate a tidy site diary entry in Google Docs, appended to the job's running diary document in Drive, with the date, what was done, who was on, the weather, deliveries, and any issues. Append a row to the 'Site Diary' tab of the job sheet with date, completion percentage estimate, and an issue count. If any issue is flagged 'blocking', post it as a separate message in #site-issues on Slack with the job name and the foreman's note. Otherwise post a one-line summary in #daily-diaries with a link to the updated diary document."

The Problem

The site diary is the bit of paperwork that matters when something goes wrong — a delay claim, a defect, a programme dispute six months later. In practice it is the bit of paperwork that gets neglected. The foreman is up the road by 4pm and is not going to sit and write a tidy paragraph at the end of an eleven-hour day. So the diary either does not exist, or it exists as five-word entries that prove nothing. When the contract administrator asks for last Tuesday's site record, we have a problem.

How GloriaMundo Solves It

We build a workflow that gives the foreman the lowest-friction route in — a short email with what happened. An integration step watches the inbox for messages with a 'DIARY:' subject starting at 4pm each weekday. An LLM step reads the rough notes and structures them into the standard diary format — date, work completed, crew, weather, deliveries, issues. An integration step looks up the job in our jobs Google Sheet for the customer, programme position, and previous entries. Another LLM step generates a tidy diary entry and an integration step appends it to the job's running diary document in Drive. A code step logs the date, estimated completion percentage, and an issue count to the diary tab. A conditional step routes blocking issues straight to the site-issues channel in Slack; everything else gets a one-line summary in the daily-diaries channel with a link to the document. Glass Box preview shows the diary entry forming before it is appended.

Example Workflow Steps

  1. Trigger (integration): A Gmail message from one of our foremen arrives with a subject starting 'DIARY:' and a job code, weekdays from 4pm.
  2. Step 1 (llm): Read the body and structure it into work completed, crew on site, weather, deliveries received, and issues flagged.
  3. Step 2 (integration): Look up the job in the 'Live Jobs' tab of the jobs Google Sheet for customer, programme position, and previous diary entries.
  4. Step 3 (llm): Generate a tidy site diary entry in our standard format, ready to append to the job's running diary.
  5. Step 4 (integration): Append the entry to the job's diary document in Google Docs and save it in the job's Drive folder.
  6. Step 5 (integration): Append a row to the 'Site Diary' tab on the jobs sheet with date, completion percentage estimate, and an issue count.
  7. Step 6 (conditional): If any issue is marked 'blocking', post it as a separate message in #site-issues on Slack with the job name and the foreman's note. Otherwise post a one-line summary in #daily-diaries with a link to the updated diary document.

Integrations Used

  • Gmail — the foreman's end-of-day note arrives here
  • Google Sheets — the live jobs register and the per-job diary tab
  • Google Docs — the job's running site diary document
  • Google Drive — the job folder where the diary lives for the contract record
  • Slack — routes blocking issues to #site-issues and the daily summary to #daily-diaries

Who This Is For

Main contractors and small builders running multi-week or multi-month jobs where a proper site record matters — both for the contract administrator on the day and for any later programme or defect conversation. Particularly useful for foremen who are perfectly happy typing a short note from the cab at 4pm but will not open Excel.

Time & Cost Saved

A diary entry done properly takes ten to fifteen minutes of typing at the end of the day, and in practice it does not get done. This workflow makes the foreman's job a two-minute email and turns it into a structured entry that stands up if it ever needs to. The bigger value is not the daily time saved; it is the entry that exists on the day a delay claim or a defect dispute lands, when the alternative is reconstructing the week from memory and texts.