Builder Checklist + Site Diary
User Guide

The Buildara Builder Checklist & Site Diary is a professional project management tool designed specifically for New Zealand residential builders, Licensed Building Practitioners (LBPs), project managers, developers, and owner-builders.

Instead of managing multiple spreadsheets, notebooks, and emails, this application keeps your project records, daily site diary, inspection schedule, council documentation, variation orders, and compliance checklist in one organised workspace.

The application is suitable for new homes, renovations, townhouses, duplexes, and residential developments.

Begin by completing the Project Details section.

Enter:

• Project Name
• Site Address
• Builder or Company
• Client Name
• Building Consent Number
• Council / Building Consent Authority (BCA)
• Construction Start Date
• Target Completion Date

This information is used throughout the application and included in project reports.

Open the Site Diary section and create a new diary entry each working day.

For each entry, record:

• Date
• Weather conditions
• People on site
• Subcontractors working
• Work completed
• Deliveries
• Delays
• Site issues
• Photo or evidence notes

A complete daily diary provides an accurate project history and supports future warranty, insurance, or contractual discussions.

Each diary entry supports photo attachments.

You can upload images showing:

• Construction progress
• Inspections
• Hidden work before covering
• Material deliveries
• Defects
• Health and safety issues
• Completed work

Photo thumbnails are displayed within the diary and included in the Project Summary report where applicable. Images can be enlarged using the built-in lightbox viewer.

Use the Residential Checklist to monitor construction progress and ensure important tasks are not overlooked.

Each checklist item can be marked complete as work progresses.

The application automatically displays the overall completion percentage, allowing you to quickly assess project readiness for upcoming inspections.

The Inspection Schedule contains a comprehensive list of New Zealand residential building inspections based on standard Building Consent inspection requirements.

Examples include:

• Foundation inspections
• Floor slab inspection
• Wall and roof framing
• Building wrap and cavity
• Roof cladding
• Plumbing inspections
• Pre-line building inspection
• Insulation inspection
• Post-line inspection
• Drainage inspection
• Final inspection

For each inspection you can:

• Schedule a booking date
• Record inspector notes
• Mark the inspection as complete
• Track overdue inspections automatically

The application highlights inspections that are overdue and reminds users to complete required inspections before work is covered.

Open the Variation Log whenever project scope changes.

For each variation, record:

• Variation title
• Status
• Estimated value
• Approval date
• Notes
• Client instructions
• Supporting evidence

Variation statuses include:

The tracker automatically totals the estimated value of all recorded variations, making it easier to monitor the financial impact of scope changes.

The Consent / RFI Tracker keeps all council and compliance-related tasks organised.

Typical items include:

• Consent conditions
• Requests for Information (RFIs)
• Inspection actions
• Producer Statements (PS)
• Code Compliance Certificate (CCC) documents

Each item records:

• Responsible person
• Status
• Due date
• Supporting notes
• Required evidence

This helps ensure regulatory requirements are completed on time and reduces the risk of delays during the consent process.

The Project Summary automatically combines information from every section into a single report.

The report includes:

• Project details
• Checklist completion
• Inspection progress
• Site diary entries
• Consent and RFI status
• Variation summary
• Attached project photos

This provides a clear overview of the project's current status for internal reviews or client meetings.

The application allows you to generate professional project records using:

• Print to PDF
• Email-ready project summary

The email summary automatically includes:

• Project information
• Checklist progress
• Inspection status
• Number of diary entries
• Variation summary
• Consent and RFI tracking

This makes it easy to communicate project progress with clients, consultants, and team members.

The Builder Checklist & Site Diary is fully responsive and works on desktop, tablet, and mobile devices.

Builders can:

• Record diary entries directly from site
• Upload photos using a mobile phone
• Update inspection records immediately after inspections
• Track variations while meeting clients
• Review reports without returning to the office

• Complete a site diary entry every working day.
• Capture photographs before hidden work is covered.
• Schedule inspections as early as possible.
• Record all variation requests immediately.
• Keep consent and RFI items up to date.
• Review the checklist before every council inspection.
• Generate regular PDF reports to maintain a complete project record.

• This application is a project management and record-keeping tool and does not replace statutory building consent documentation.
• Inspection schedules should always be confirmed with the relevant Building Consent Authority (BCA), as local requirements may vary.
• Users should retain original supplier invoices, producer statements, inspection records, and council correspondence as part of the official project documentation.

The Buildara Builder Checklist & Site Diary brings together project planning, daily records, compliance tracking, inspections, variations, and reporting in one integrated platform.

• Project planning & setup — keep all job details in one place.
• Daily site diary — record progress, weather, and people.
• Photo & evidence management — visual records of every stage.
• Compliance tracking — inspections, consent, and CCC.
• Variation control — track scope and cost changes.
• Professional reporting — PDF and email summaries.
• Bilingual interface — English & Chinese.
• Mobile-friendly design — works on any device.

Designed specifically for New Zealand residential construction, Buildara helps builders stay organised, maintain accurate project records, and improve communication throughout the construction process.