An Introduction to Dockets for Supervisors

Use this guide to review, cost code, accept, and reject electronic dockets using Virtual Superintendent or the SafeSite app.

Permissions

To access and use the Supervisor Dockets page (Menu > Supervisor) in Virtual Superintendent to review, cost code and accept or reject dockets submitted by subcontractors, you must have the following Virtual Superintendent permission:

Dockets Supervisor

To access and use the Supervisor Dockets screen (Menu > Approve Dockets) in the SafeSite app to review, cost code and accept or reject dockets submitted by subcontractors, you must have the following SafeSite permission:

Docket Supervisor

Note: To accept multiple dockets in a single action in Virtual Superintendent, you must also have the Virtual Superintendent Dockets Supervisor Bulk Accept permission.

What is My Role as a Supervisor?

Virtual Superintendent is a cloud-based platform that helps head contractors manage safety, financial, and productivity data across construction projects.

Subcontractors use the SafeSite mobile app to create a docket, record their work throughout the day, and then submit electronic dockets at the end of their workday.

Your role as Supervisor is to review and cost code these dockets before accepting them, sending them to an engineer for approval or rejecting them, sending them back to the subcontractor for correction.

You cannot change the hours recorded by a subcontractor. If the hours recorded on a docket are wrong, you must reject the docket and ask the subcontractor to correct and resubmit it.

Where do I start?

Before you can begin managing subcontractor dockets, you need to:

Contact your project administrator or head contractor to request a Virtual Superintendent account with the required Dockets Supervisor permission, and a SafeSite mobile account.
Install and register the SafeSite app on your mobile device. Read the Install and Register the SafeSite App From an Invitation help article for more information.

How the Docket Process Works

In Virtual Superintendent electronic dockets are used instead of traditional paper-based records to capture details of work completed by subcontractors.

The typical electronic docket workflow is:

The subcontractor creates a draft docket at the start of the workday.
During the day, the subcontractor records work details and adds any applicable attachments or allowances.
At the end of the day, the subcontractor submits the docket to the supervisor.
The supervisor reviews the docket, assigns cost codes, and splits the docket between supervisors if required.
The supervisor accepts the docket and sends it to the assigned engineer.
The engineer reviews and approves the docket.
The approved docket is ready for processing in the head contractor's financial system.

Note: For a more detailed explanation of the docket lifecycle, read the Dockets Workflow help article.

How Docket States Work

The state of a docket indicates its progress through the approval and invoicing workflow.

State	Description
Draft	The subcontractor has created the docket but hasn't submitted it.
Submitted	The docket is ready for supervisor review.
Accepted	The supervisor has accepted the docket. It is awaiting engineer approval.
Approved	The engineer has approved the docket. It is ready for invoicing.
Rejected	The supervisor has rejected the docket and returned it to the subcontractor for correction.
Declined	The engineer has declined the docket and returned it to the supervisor for correction.
Invoiced	The docket has been exported for invoicing.

Note: For a more detailed explanation of docket states, read the Understand Docket States help article.

Reviewing Dockets

You can review and process dockets using the Virtual Superintendent in your browser or the SafeSite app on your phone.

Virtual Superintendent provides a larger screen and view for reviewing docket details, while the SafeSite app lets you process dockets from your mobile device anywhere, including in the field.

To review dockets assigned to you in Virtual Superintendent:

Sign in to Virtual Superintendent.
Click Menu > Supervisor. The Supervisor Dockets page opens.
Click Items to Reconcile to display dockets that require your attention (that is, that are assigned to you and that have s status of Submitted). You can also use the filters at the top of each column to find specific dockets.
Select a docket to review its details. The docket opens in the Edit Docket dialog.

When reviewing a docket, you can:

View the work details recorded by the subcontractor.
View photos attached by the subcontractor, such as photos of completed work, work in progress, or identified issues.
Add photos to the docket.
View the subcontractor's remarks.
Add internal remarks for other head contractor staff.

Note: Photos added by supervisors are visible to internal staff and the subcontractor. Internal remarks are visible only to internal staff. Start each internal remark with your initials so other staff can identify who added it.

Cost Code and Accept or Reject Dockets in Virtual Superintendent

To cost code and accept dockets with a status of Submitted in Virtual Superintendent:

Sign in to Virtual Superintendent.
Click Menu > Supervisor. The Supervisor Dockets page opens.
Click Items to Reconcile to display dockets that require your attention (those with a status of Submitted).
Select a docket you want to process. The Edit Docket dialog opens.
Review the docket details, including the recorded hours, breaks, remarks, and attachments.
Complete all required fields. These are indicated in red.
Select a cost code from the Cost Codes field or start typing a name or number into the field to filter the available cost codes. You can also click Add Cost Code to add as many cost codes to the docket as needed to cover different types of costs recorded on the docket and their duration or quantity (for example, hours of labor, tons of material or percentage).
Review the cost code allocation in the line items section.
Click Save & Accept to accept the docket. The docket status changes from Submitted to Accepted and is assigned to the engineer on the docket for approval.

If there is a problem in the docket, click Save & Reject or Reject. Type the reason for the rejection into the Reject Ticket dialog and then click Save. The docket is assigned back to the subcontractor for correction and its status changes from Submitted to Rejected.

Note: You can add additional supervisors to a docket to split it between several supervisors if it contains work overseen by more than one foreman. Typically, the Supervisor field is shown with a You icon to indicate that you are the supervisor assigned.

Cost Code and Accept or Reject Dockets in SafeSite

You can also review, cost code, and accept electronic dockets using the SafeSite app on your mobile device.

To cost code and accept dockets with a status of Submitted in SafeSite:

Open the SafeSite mobile app.
Tap your name to sign in.
Answer the Fit For Work questions and then tap Next.
Tap the menu icon in the upper-right corner of the screen and select Approve Dockets. The Supervisor Dockets screen opens showing all dockets that require your attention (those with a status of Submitted).
Tap a docket you want to process. The Edit Docket dialog opens.
Review the docket details, including the recorded hours, breaks, remarks, and attachments.
Complete all required fields. These are indicated in red.
Select a cost code from the Cost Codes field or start typing a name or number into the field to filter the available cost codes.
Tap Accept to accept the docket. The docket status changes from Submitted to Accepted and is assigned to the engineer on the docket for approval.

If there is a problem in the docket, tap Reject. Type the reason for the rejection into the Reject Ticket dialog and then tap Save. The docket is assigned back to the subcontractor for correction and its status changes from Submitted to Rejected.