Field Report App: 7 Things To Look For In The Best App

Field reports are the best way to document observations you make during a site visit. They help catch problems early, measure project progress and record compliance throughout construction. 

But recording all of that information accurately takes time. And with a lot of site photos and notes to sort through and write up, information can easily get lost. That’s where field reporting software comes in. With the right mobile app, you can make observations and fill out reports in real-time while you’re still on-site, helping avoid manual process delays between visiting the site and writing up your reports.

These tools are created with field reporting at their heart. They provide a clear view of project progress, any changes needed and completed work—and make that information visible to everyone involved in a project. 

But what should you look for when choosing a field reporting app?

Field Reporting Software Benefits

First, you need to establish what you need to include in your field reports to make them as useful as possible. Arguably, beyond the obvious practical elements like project status, dates and people involved, the most important details to include are project task lists and site observations.

Project planning 

A lot of different works need to be carried out over the course of a construction project, from structural work, plumbing and electrics to flooring, plastering and decorating. And each element needs to happen in a certain order. 

This means it’s important for field reports to include information about the overall works plan for a project. For this, you’ll need a record of:

• Completed tasks
• Tasks in progress
• A timeline for next phases

By giving stakeholders in your project a complete picture of your timeline, they can see precisely when different tasks need to be started and adjust planning accordingly.

Site observations

The core of a field report contains status, progress and deficiency observations made during a site inspection. Without a record of any work that needs to be adapted or redone, you can miss errors, leading to extensive rework down the line.

Observations should include: 

• A description of what’s wrong and why
• Photographic evidence
• The location of any problems
• The status of any corrections
• Which parties are responsible for fixing the problems

By keeping a clear record, you’ll be able to see exactly what problems need solving. And by assigning someone responsibility to fix it, you can ensure errors get corrected before they become a bigger problem later on.

How To Write A Field Report

A field report app is an application designed to make field reporting easier. These apps can be used on the mobile devices you take on-site and give you access to plans, notes and pictures in the moment you need it.

From completing paperless inspections to automatically generating field reports, these apps will save you time and hassle in the field and in the office. And by giving you an up-to-date record of your project that you can access anywhere at any time, they’ll also help keep your project on track.

The right field reporting app will be able to record and report all this and more. To make it easier to find an app that’s right for you, we’ve put together a checklist of seven important things to look out for: 

1. On-site inspection capabilities—online and off: A field reporting app should be one you can carry with you on-site, so you no longer have to rely on pen and paper. And with offline capabilities, you’ll be able to make notes, take photos and attach them all to the right spot on a plan so nothing gets lost. Then, you can upload your findings and continue editing online once you’re back at your desktop. 
2. Location tagging: The best apps can hold all your drawings and plans, so you can tag the exact location of any observations exactly when you see them. This will stop any miscommunication about where errors are and ensure everyone is completely clear on the project’s status. 
3. Photos and sketching: Look for an app with built-in capabilities to capture, store and annotate site photos. You can then link photos to observations and keep a historical store of evidence without cluttering up your camera roll. 
4. Checklists: A good app for field reports lets you create checklists to standardize inspections. You’ll then be able to review checklist items onsite and add notes, photos, due dates, assignees and location pointers to keep everyone on the same page. Standardized checklists will also give you the data you need to spot trends and take action to improve your operations as projects progress. 
5. Documents and drawings: You can also store drawings, plans and other documents within field reporting apps to give you quick access to everything you need. With cloud syncing, you can make sure you are always working from the latest version of any document—and always access any annotations you made while onsite. 
6. Collaboration tools: Field reporting apps should also include collaboration tools to make it easy to share plans and progress with those assigned to your project.  These can extend to automated emails that regularly share new observations with involved parties. Or it might mean features that provide opportunities for team members to share feedback and comment on observations and tasks. 
7. PDF generation and distribution: Field reporting apps can also generate PDF reports for you based on fully customizable templates. These professional reports will include all the information you need, like project details, report date, contacts, planning information, general conditions and observations with pictures, text, location pointers, dates and more. And with sharing capabilities, you’ll be able to send out your PDF report with as little as one click. 

When architects, engineers and contractors need a field reporting app they can trust, they turn to Deltek ArchiSnapper.

With ArchiSnapper, you can record observations onsite, attach pictures and annotations to plans and share reports easily with your whole team. Plus, the app will help you cut the time it takes to generate field reports by up to 70%—so you can meet the needs of even the most demanding clients.  

And you can try ArchiSnapper for yourself with a no-obligation 14-day free trial to see how it could make your projects run smoother.