Skillforce

AI Site Administrator · Australia

The site diary is three days behind. The look-ahead is still in your head.

Sam turns your notes, photos and voice memos into the diary, the look-ahead, the call-ups, the ITPs and the progress pack—while you run the site and sign every document.

Book the Site Admin Load Audit Read the job boundaries
  • Human approval
  • Read-only access
  • Safety, quality & sequencing stay with the foreman
WORKER / SITE-01 AVAILABLE FOR AUDIT
Site administrator

Sam

Site-desk capacity for the foreman who directs the site and signs every document.

ON SAM'S SHIFT
06:30

Turn yesterday's notes, photos and voice memos into the site diary draft

APPROVE
09:00

Update the two-week look-ahead from your sequence; flag clashes and missing call-ups

CHECK
14:00

Prepare tomorrow's subcontractor and delivery call-ups and pre-fill inspection requests

APPROVE
16:30

Update the defects register and the weekly “what needs a decision” list

HANDOFF
MODE HUMAN APPROVALSAFETY ESCALATE

[ RECOGNISE THE LAG? ]

The paperwork waits for the ute.
The diary gets written from memory.

Sam is designed for the admin every site generates—diary, look-ahead, call-ups, forms, defects and packs—not the direction, sequencing, safety or quality judgement the foreman holds.

An observation, not a Skillforce promise: a foreman's admin gets done after hours because the day belongs to the site. Sam takes the after-hours part; your own hours are the only measure here.

01

Daily site diary

Draft each day's diary from your notes, photos and voice memos in your template—weather, crews, deliveries, inspections, delays—for your sign-off.

02

Two-week look-ahead

Keep the look-ahead programme current from the sequence you set; flag trade clashes, missing call-ups and inspections due.

03

Subcontractor & delivery call-ups

Draft tomorrow's call-ups, confirmations and delivery windows from the look-ahead, ready for you to send.

04

ITPs & inspection requests

Pre-fill inspection and test plan forms, checklists and inspection requests from your templates; the sign-off is yours.

05

Defects & instructions register

Maintain the defects and rectification register and the log of site instructions and notices from your notes and photos.

06

Progress report & photo pack

Assemble the weekly progress report, photo pack and toolbox-talk attendance records in Word, Excel and PowerPoint.

[ START WITH ONE LIVE SITE ]

Choose a site-desk workflow.
Define what “done” means.

Sam does not run the site. Start with one bounded workflow, one named approver and one visible completion state.

WORKFLOW / 01DIARY & LOOK-AHEAD

Site diary and look-ahead

Turn each day's notes and photos into the diary draft and keep the two-week look-ahead current from your sequence—signed and issued only by you.

START
Your diary template, look-ahead and the day's notes
DONE
Diary drafted, look-ahead current, clashes flagged
HUMAN
Every diary sign-off and every programme issue
WORKFLOW / 02CALL-UPS & FORMS

Call-ups, ITPs and inspection requests

Draft subcontractor and delivery call-ups from the look-ahead and pre-fill inspection forms and requests from your templates, ready for your release.

START
Your look-ahead, subcontractor list and form templates
DONE
Call-ups drafted, forms pre-filled for signature
HUMAN
Every message sent and every form signed
WORKFLOW / 03DEFECTS & PROGRESS

Defects register and progress pack

Maintain the defects and instructions registers from your notes and photos and assemble the weekly progress report and photo pack in your builder's format.

START
Your register templates, photos and the week's notes
DONE
Registers current, progress pack assembled for review
HUMAN
Every report issued and every notice released

Connects read-only to Microsoft 365 or Google Workspace (Word, Excel, PowerPoint, Sheets, Drive), your email, your site photos and voice memos, and your builder's portal notifications. Site platforms such as Procore, Aconex or HammerTech are typically login-bound, so Sam works deliverable-first: diaries, look-aheads, forms and packs are prepared in Office and delivered for you to upload or submit. Nothing is sent, signed or submitted without your approval.

A managed system, not a rotating seat: audited approval boundaries and no seat handover to manage. Sam works the desk between the site and the paperwork—diary, look-ahead, call-ups, forms, registers and packs—while every safety, quality, sequencing and commercial decision stays with you.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Sam can own.
What Sam must hand back.

Draft-and-approve, always. You release every document and every message; direction, sequencing, safety, quality and commercial decisions stay with you.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Draft the daily site diary from your notes, photos and voice memos in your template
  • Keep the two-week look-ahead current from the sequence you set and flag clashes, missing call-ups and inspections due
  • Draft subcontractor and delivery call-ups and confirmations from the look-ahead
  • Pre-fill inspection and test plan forms, checklists and inspection requests from your templates
  • Maintain the defects and rectification register and the site instructions and notices log
  • Assemble the weekly progress report and photo pack in Word, Excel and PowerPoint
  • Prepare toolbox-talk and induction attendance records for your sign-off
  • Maintain the weekly “what needs a decision” list for you
AMBER

Human approval

Prepared by Sam; released or signed by the foreman.

  • Any call-up, confirmation or message to a subcontractor, supplier or the project manager
  • Any look-ahead or programme change before issue
  • Any inspection request or form before submission
  • Any site instruction, notice or progress report before issue
  • New or ambiguous site conditions or events
  • Changes to your approved templates, wording or escalation rules
RED

Human only

Outside the worker's authority by design.

  • Any safety, quality or compliance sign-off—SWMS adequacy, hold points, inspections, ITP sign-off or certification
  • Any direction to workers, or any decision on method, sequence or resourcing
  • Any commercial commitment—variations, delay notices, pricing or extensions of time
  • Contract interpretation, claims or disputes
  • Any submission to the builder, client, certifier or regulator
  • Any autonomous communication with workers, subcontractors, the client or the certifier

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Your site is not a demo input.

The load audit starts with your diary and look-ahead templates, a past progress report with names removed, and your weekly volumes—not a client list or a portal login. Live access follows a written map of purpose, minimum fields, human approval, retention and escalation.

Sam reads your templates, notes, photos and inbox through read-only connections. You approve every document and every message before anything is sent, signed or submitted.

  1. 01

    Audit without identities

    Bring your diary and look-ahead templates, a past progress report and volumes. Remove client names, worker names, contract sums and credentials.

  2. 02

    Map minimum access

    Consider only the folders, templates, photo albums and notification streams required for the approved workflow.

  3. 03

    Test synthetic cases

    Cover a diary day, a look-ahead clash, a call-up draft and a safety-question escalation with invented examples.

  4. 04

    Name the human owner

    You approve every document and every message, and receive every exception.

[ AN OPERATING SPECIFICATION ]

The paperwork is visible.
The site stays yours.

Turnaround is set during onboarding to match your site hours and reporting cadence. Start with one bounded workflow—diary and look-ahead, call-ups and forms, or defects and progress—and widen only after the pilot evidence supports it. Anything that touches safety, quality, sequence, a commercial commitment or an external party is flagged when logged and never waits in the standard queue.

Site diary
Every day drafted from your notes, signed by you
Look-ahead
Two weeks current, clashes and inspections flagged
Call-ups & forms
Drafted and pre-filled, released by you
Defects register
Current, with rectification status tracked
Your baseline
Site-admin hours returned, measured against your own figures
CONTROL / 01APPROVAL

No silent sends

Every call-up, form, notice and report stays in draft until you release it.

CONTROL / 02SAFETY

No sign-offs from Sam

Safety, quality and compliance sign-offs stay with you, your engineer or your certifier. Anything touching them escalates immediately.

CONTROL / 03ESCALATION

Exclusions leave the queue

Safety, sequencing, commercial and external-party matters leave the standard queue immediately for you.

CONTROL / 04MEASUREMENT

Use your own numbers

Track diary days on time, look-ahead currency, call-ups before the day, inspections lodged on time and admin hours returned against your own baseline—never a promised figure.

Capacity is scoped per workflow during onboarding, not sold as a flat seat. Sam's queue is sized to the diary, call-up, form and pack volumes agreed in the load audit. If volume grows past that load, the scope is reviewed before expansion.

[ FREE SITE ADMIN LOAD AUDIT ]

Measure your own site-desk workload.

Bring your diary and look-ahead templates, a past progress report and your weekly volumes. Map the hours exposure, approval boundaries and one workflow worth testing.

Book the Site Admin Load Audit No client names or portal login required.

[ FROM LOAD AUDIT TO CONTROLLED WORK ]

One workflow.
Proof before expansion.

STEP 1

Free load audit

Use your own diary, call-up and pack volumes to baseline the workload and choose one workflow. No client names or contract sums are required.

STEP 2

Map minimum access

Define the folders, templates, photo albums and notification streams Sam needs, plus your approval rules.

STEP 3

Test synthetic cases

Exercise a diary day, a look-ahead clash, a call-up draft and a safety-question escalation with invented examples.

STEP 4

Run one workflow

Start in approval mode. The first useful draft batch is ready after synthetic-case testing passes and you are confirmed as approver; exact timing is set during the load audit.

[ BEFORE THE AUDIT ]

Questions a careful foreman should ask.

Does Sam replace a site administrator or a foreman?

No. Sam prepares bounded site administration from your notes, photos and templates. You direct the site, decide the sequence and sign every document.

Can Sam sign an ITP, an inspection or a hold point?

No. Sam pre-fills forms and inspection requests from your templates. Every safety, quality and compliance sign-off stays with you, your engineer or your certifier.

Can Sam message a subcontractor or the project manager on its own?

No. Call-ups, notices, instructions and reports stay in draft until you release them, and nothing is sent to a subcontractor, supplier, project manager, client or certifier without your approval.

Can Sam change the programme or the sequence?

No. Sam updates the look-ahead from the sequence you set and flags clashes. Method, sequence, resourcing and any direction to workers stay with you.

Does the load audit need project or client details?

No. Start with your diary and look-ahead templates, a past progress report with names removed, and your weekly volumes. Remove client names, worker names, contract sums and credentials.

Will Sam work inside Procore, Aconex or the builder's portal?

Not autonomously. Builder portals are typically login-bound, so Sam works deliverable-first: diaries, look-aheads, forms and packs are prepared in Word, Excel and PowerPoint for you to upload or submit.

What result do we measure?

Track diary days completed on time, look-ahead currency, call-ups issued before the day, inspection requests lodged on time, defects closed against the register and site-admin hours returned against your own baseline.

How is Sam different from your contractor compliance worker, Jude?

Sam runs the foreman's daily site desk: diary, look-ahead, call-ups, ITPs, defects and progress packs. Insurances, licences, SWMS packs and induction paperwork for a contracting business belong to Jude, and the project office's registers, RFIs and minutes belong to Vera.

What does Sam do beyond a site app?

A site app stores what you type into it after a long day. Sam turns your notes, photos and voice memos into the diary, the look-ahead, the call-ups and the pack, so you review and sign instead of typing.

[ START WITH YOUR OWN BASELINE ]

Bring the site paperwork.
Keep the site.

Map one approval-ready site-desk workflow and test whether careful administration keeps the diary, the look-ahead and the pack current without another late night.

Book the Site Admin Load Audit No generic sales demo · Direct with the founder