Reports
Daily work in Project Management is recorded through Tasks and Field reports. Tasks answer who must do what and when; the Daily report describes what actually happened on the project that day, complete with progress, conditions, issues, headcount, and photos.
Use Tasks to give instructions that can be marked done. Use the Daily report to describe the conditions and progress of one workday. Both are linked to a project, but neither replaces the other. Material requests also have their own flow so stock approvals don't get mixed up with progress reports.
Before you start
Have this ready
- Make sure the project has been created and is active.
- Assign staff to the right project for the dates the work takes place.
- Agree on a standard for task titles, priority levels, photo evidence, and daily report timing.
- Give camera/gallery permission only if the staff member really needs to upload evidence.
Done when
- Tasks have a clear owner, priority, area, deadline, and status.
- Staff can complete tasks with or without a photo as needed, and undo the done mark if it was a mistake.
- The daily report is linked to the project that is effective on the report date, and stays safe as a draft when the connection has problems.
- Managers can review, ask for follow-up, correct data, or delete reports, understanding the consequences.
Choose the right work record
| Need | Use | Example |
|---|---|---|
| Give work to a person/team | Task | Install 12 lights in the lobby area before 3:00 PM |
| Break a job into several checks | Task checklist | Turn off the panel, test the cables, install the lights, photograph the result |
| Record what actually happened on one day in the field | Daily report | Progress 60%, rain, 8 staff, area access delayed |
| Prove the result of a task | Task completion photo | Photo of the panel after installation |
| Share a short discussion on a task | Task comment | Materials arrive at 1:00 PM; start after lunch |
| Request items from the warehouse | Request material | 20 liters of paint for Zone B |
Answer for staff
“Tasks are your work list. When you finish one, mark it Done and add a photo if asked. At the end of the day, send a Daily report to record the project's progress, conditions, and issues.”
Create and share tasks
- 1
Open Projects → Tasks → Add task
Create the task from the right project so the client, location, and team context don't get mixed up. Check the active task list first to avoid duplicates.
Result: The new task form opens inside the selected project.To cancel / undo: Choose Cancel or close the form before Save. The task is not created. - 2
Write a title that can be completed
Use a verb and a clear result, for example “Pressure-test the 2nd-floor pipes”, not “Pipe”. The title is required.
Result: Staff understand what result they must mark as done.If something goes wrong: If the scope is too big to finish in one go, split it into several tasks or a checklist. - 3
Fill in the area and priority
Add a specific area/location and choose High, Medium, or Low priority. Use High only for work that is truly urgent.
Result: The task list can be sorted and read by urgency and area. - 4
Choose the assignment type
Choose Personal for one person, Team for a group, or Project for everyone working on the project, depending on the views available.
Result: The scope of who sees and completes the task matches its purpose.To cancel / undo: Change the choice before Save. After it's saved, edit the assignment if still allowed and check who can see the task now. - 5
Choose a specific assignee for Personal
Choose a staff member who has an account/profile that can receive personal tasks. Make sure the staff member is on the right project.
Result: Only the designated assignee sees the personal task to complete.If something goes wrong: If a staff member can't be chosen as a personal assignee, check their account/profile link. Use a Team/Project assignment for now or ask an admin to fix the access; don't create a duplicate profile. - 6
Set a deadline
If needed, enter a target time in 24-hour HH:MM format. Use a realistic time that fits the project's work schedule on the day of the task.
Result: Staff can see when the task is expected to be done.If something goes wrong: If the time is rejected, use a value between 00:00 and 23:59, for example 08:30 or 17:00. - 7
Save and verify from the assignee's side
Press Save once, then check the title, project, assignee, priority, area, and time. For an important task, make sure the assignee actually sees it in the phone app.
Result: The task is active and ready to be worked on.If something goes wrong: If the task isn't visible, reload and check the assignee's active project, the assignment type, the completed-task filter, and the connection. Don't create a second task right away.
List order helps you focus
Unfinished tasks are shown first and priority helps set the order. Priority doesn't replace direct communication for safety situations or stop-work orders.
Complete a task and attach evidence
- 1
Open the task details
Check the project, area, assigner, deadline, priority, comments, and checklist before you start.
Result: Staff make sure they are completing the right task. - 2
Complete the checklist
Mark each item after it has actually been done. Vasco records who completed the item when the information is available.
Result: The progress of each part of the task can be traced.To cancel / undo: Tap an item again if it was marked by mistake. Check the audit trail after the change. - 3
Choose how to complete it
Press Done. Choose camera/gallery to attach evidence, or continue without a photo if the job's policy doesn't require one.
Result: A photo is chosen, or the task is ready to be completed without a photo.To cancel / undo: Cancel the camera/gallery picker or close the dialog before confirming; the task stays unfinished.If something goes wrong: If camera/gallery permission is denied or the upload fails, the task shouldn't be treated as completed with evidence. Fix the permission/connection and try again, or complete without a photo only if the supervisor allows it. - 4
Confirm completion
Wait until the status changes and, if there is one, the photo appears. The audit trail shows who completed it and when.
Result: The task becomes Done and moves out of the active work group.If something goes wrong: Don't tap repeatedly while the upload is in progress. Reload after the success message before trying again. - 5
Use Undo if it was a mistake
Choose Undo right away on the bar that appears for about 4 seconds. If the bar is already gone, open the completed task and change it back to not done.
Result: The task is active again to be worked on.If something goes wrong: Reopening a task clears the completion audit trail and the earlier completion photo evidence. Save the evidence in the right place before undoing if it's still needed.
Done can be reversed, but the evidence is cleared with it
Don't change a task back to not done just to bring it to the top of the list. When a completion is undone, the record of who/when it was completed and the earlier completion evidence can be removed from the task.
Use checklists and comments as a work trail
| Feature | Good for | Avoid |
|---|---|---|
| Checklist | A sequence of checks or several small results within one task | Creating items that can't be verified |
| Comments | Short updates, questions, explanations for delays | Replacing a full daily report |
| Completion photo | Visual proof of one task's final result | Uploading personal data or restricted areas |
| Area | A specific location within the project | Relying on the area name as a GPS setting |
| Priority | Ranking urgency | Giving every task High priority |
Standards for good notes
- Comments state the facts, the time, and the next action if there is an issue.
- Photos don't show confidential documents, faces without permission, or unnecessary client information.
- Checklist items are marked by the person who actually checked/did the work.
- Big scope changes are made as a new task or an official update, not hidden in a comment.
- Safety situations are still reported through the company's emergency channel; don't just write a comment in Vasco.
Create a daily report from the field
- 1
Open Create report
The app picks the project based on the staff member's effective assignment for today. Check the project name shown before filling in.
Result: The report is prepared for the staff member's active project on that date.If something goes wrong: If it shows “No project” or there is no assignment, the staff member may still be able to clock in but can't submit a project report. Ask the manager to fix the assignment; don't informally pick another project. - 2
Choose the weather/conditions
Choose Sunny, Cloudy, or Rainy according to the main condition affecting the work.
Result: The field conditions for the day are recorded consistently. - 3
Write the progress
Enter a concrete progress summary: what was done, where, the volume/result, and the next stage. The progress field is required and limited to about 500 characters.
Result: A reader understands the day's results without having to guess from the photos.If something goes wrong: If the text is too long, move the extra details to Notes and shorten the main progress. - 4
Check the headcount
Vasco can fill in the count from today's attendance. Adjust it if the field situation differs; an empty field is saved as 0.
Result: The labor count in the report reflects what the reporter checked.If something goes wrong: Don't assume the automatic number is always final. Staff who clock in late or move projects can mean the count needs checking. - 5
Fill in the area, issues, and notes
Add the work area/location, obstacles, field decisions, follow-up needs, or relevant safety notes.
Result: The day's progress and risk context can be acted on. - 6
Add up to four photos
Take them with the camera or pick from the gallery. Choose photos that clearly show the conditions, progress, or issues; wait for the thumbnails to appear.
Result: Photo evidence is prepared in private storage for the report.To cancel / undo: Cancel the photo picker or remove the photo from the draft before sending. Canceling the camera doesn't send the report.If something goes wrong: If permission is denied, turn on the app's permission in your phone settings. If there's no connection, save a draft; a report with photos needs the server to create an ID before upload. - 7
Send once
Check the project, progress, date, headcount, and photos, then press Send. Wait for the success confirmation.
Result: The report goes to the manager and the local draft is cleared where possible.If something goes wrong: If sending fails, Vasco keeps the draft. Don't start a new report; reopen the draft and send it once the connection is stable.
The report's project isn't chosen freely
The report follows the staff member's effective assignment for that day. The right way to fix the project is for the manager to correct the assignment, not to mention another project only in the report text.
Save a draft, work offline, or cancel a report
Report drafts are saved per staff member on the device they use. A draft doesn't become a company report until it's sent successfully.
| Situation | Option | Result |
|---|---|---|
| The form is still empty | Close/go back | No report is sent |
| The form is partly filled in and then closed | Canceled | You stay on the form; no data is discarded |
| The form is partly filled in and then closed | Save draft | What you entered is kept on the device so you can continue later |
| The form is partly filled in and then closed | Discard | The local draft is deleted; it can't be recovered from the device |
| No internet and the report has photos | Save draft | It can't be sent yet because the server must give the report an ID before photos are uploaded |
| Sending without photos failed | Open the draft and try again | The draft stays available so nothing you entered is lost |
| The report was already sent successfully | Don't send an old draft | Drafts are usually cleaned up; check the report list before you send again |
- 1
Save a draft on purpose
Tap Save draft when the report isn't ready or your connection is unstable. Go back to the report screen on the same phone and staff profile.
Result: What you entered can be continued without becoming an official report. - 2
Review the draft before continuing
Check that the project and assignment date are still correct, update the progress, and make sure the photos are still relevant.
Result: An old draft isn't sent to the wrong project or day.If something goes wrong: Drafts are local. Deleting the app, clearing data, changing devices, or switching profiles can make a draft unavailable. - 3
Delete a draft only when you're sure
Choose Delete/Discard draft, then confirm. Use this when what you entered is completely wrong or the official report has already been sent.
Result: The local draft is deleted permanently and not sent.To cancel / undo: Choose Cancel in the confirmation to keep the draft saved.
Don't treat a draft as a sent report
Managers can't see a draft that's only saved on a staff member's phone. Make sure you get a sending confirmation and that the report appears in the list once the connection is back.
Review and follow up on reports as a manager
- 1
Open Operations → Reports
Filter by date or project, then open a report. Check the reporter, time, progress, weather, number of staff, area, issues, photos, materials, and any available data sources.
Result: Managers read the report in the context of the right project. - 2
Compare with other sources
Match the number of staff against attendance, progress against assignments and photos, and materials against the request flow and stock out.
Result: Differences are found before the report is considered fully reviewed. - 3
Choose a review status
Use Reviewed when the report has been checked, Follow-up when further action is needed, or set it back to Submitted if the review needs to be reopened.
Result: The team can tell new reports, reviewed reports, and reports that need follow-up apart; the audit time is updated.To cancel / undo: If you pick the wrong status, reopen the report and choose the right one. Changing the status doesn't delete the report's contents. - 4
Edit only corrections you can prove
Managers can correct the main fields, photos, or material rows that are available. Note the reason for the correction in the notes if the change affects how progress is understood.
Result: The report reflects verified data.To cancel / undo: Close the form before Save to keep the old content. After Save, edit again using the correct source of evidence. - 5
Delete only reports that are truly wrong or duplicates
Make sure the project, date, and reporter in the dialog are correct. Deleting a report is permanent.
Result: Invalid reports are removed from the history.To cancel / undo: Choose Cancel in the dialog; the report stays.If something goes wrong: There's no undo. To correct the contents, use Edit—don't Delete. If an important report was deleted, note the details and contact your admin or the Vasco team before creating a replacement.
Follow-up isn't an automatic rejection
The Follow-up status marks a report that needs action. Tell the reporter what's missing and who is responsible for closing the follow-up.
Keep material requests separate from progress reports
Staff make requests through the Request material menu. A request contains the material, the quantity, the effective project if there is one, and an optional note. A warehouse manager then approves or rejects it; a successful approval issues the stock.
- 1
Choose Request material
Choose an item from the live catalog, check the stock shown, enter a quantity greater than 0, and add a usage note if needed.
Result: The request is ready to send and is automatically linked to the staff member's project if available.To cancel / undo: Tap Cancel/X before Send request. The form is reset and no request is created. - 2
Send and wait for a decision
Tap Send request once. A Pending status means no stock has been issued yet.
Result: Managers see the Pending request and can decide on it.If something goes wrong: Staff have no cancel button of their own once the request is sent. If it's no longer needed, ask a manager to reject the Pending request.
Don't write requests only in a report
A note like “need 20 liters of paint” in a report doesn't reduce stock and doesn't enter the warehouse approval queue. Create an official request through Request material.
Troubleshooting Tasks
| Symptom | Common cause | Action |
|---|---|---|
| Staff can't see a task | The assignee, task type, or project is wrong, or the list is still filtered | Check the assignment and assignee, reload, then look at incomplete tasks |
| Can't choose a personal assignee | The profile isn't linked to an eligible account | Fix the profile or access, or use a Team/Project task without creating duplicate staff |
| Completion photo failed | Camera/gallery permission or connection | Fix the permission and connection; try uploading again before marking it complete |
| Task completed by accident | Tapped the wrong status | Use Undo, which shows for about 4 seconds, or open the completed task and reactivate it |
| Photo proof is gone | The task was reopened | Complete it again with new proof; reopening clears the old proof and audit |
| Can't create a report | There's no effective project today | A manager corrects the staff assignment for that date |
| A report with photos doesn't send offline | The server needs to create an ID before the photos are uploaded | Save a draft and send when you're online |
| A report looks duplicated | Send was repeated before the list was checked | Don't delete both before comparing the time and contents; managers delete only a confirmed duplicate |
| The report's staff count is different | The number comes from attendance automatically, but the situation changed | Verify attendance and edit the report based on the facts |
| Staff can't cancel a material request | It has already been sent | Ask a manager to reject it while it's Pending |
Questions and answers
What's the difference between Tasks and Daily reports?
A task is an instruction that has an assignee and a completion status. A daily report is a factual record of a project's conditions and progress on one day. Use both when work needs to be directed and reported at the same time.
Do tasks require a photo?
Not always. Staff can complete a task with or without a photo, depending on team policy. For work that needs proof, the supervisor should set the standard.
Can a task completion be undone?
Yes. Use Undo, which appears for about four seconds, or open the completed task and change it back. The completion audit and old photo proof may be cleared when the task is reopened.
Why can't staff choose a project when creating a report?
Vasco ties the report to the staff member's effective assignment on that day so reports don't end up in another project by accident. A manager needs to fix the assignment if it's wrong.
Can a report be sent offline?
What you entered can be kept as a local draft. A report with photos can't be fully completed without a connection because the server needs to create an ID before the photos are uploaded. Send it again when you're online.
What happens if I choose Discard draft?
The local draft on the device is deleted and not sent. This is permanent on the device; choose Cancel or Save draft if you're still unsure.
Can a report that's already been sent be corrected?
Managers can edit the main data that's available. Use Edit to correct; use Delete only for completely wrong reports or duplicates, because deletion can't be undone.
Does writing a material need in a report create a warehouse request?
No. Create the request through the Request material menu so it goes into approvals and, once approved, officially issues the stock.