An Introduction to Electronic Dockets for Engineers
As an engineer, you can use Virtual Superintendent to review and then approve or decline electronic dockets that have been assigned to you by a supervisor or foreman (that is, dockets with a status of Accepted). You can also monitor project performance using reports and dashboards, and export docket data for cost tracking.
In this article
About Virtual Superintendent
Virtual Superintendent is a cloud-based construction management platform that collects data from multiple sources, including the SafeSite mobile app. It gives head contractors visibility into the safety, financial, and productivity aspects of construction projects.
Subcontractors use the SafeSite mobile app to:
- Create electronic dockets
- Record plant and labor activity
- Capture photos and site information
The information is synchronized with Virtual Superintendent, where supervisors, engineers, and administrators review and process the dockets.
Note: Before you can use Virtual Superintendent, your project administrator must create your account.
Electronic Dockets Overview
Electronic dockets replace traditional paper dockets and provide a digital record of work completed by subcontractors.
A typical docket workflow is:
- A subcontractor creates a draft docket in the SafeSite mobile app.
- The subcontractor submits the docket after the work is completed (or at the end of the day).
- A supervisor (foreman) reviews the docket, applies a cost code, assigns an engineer, and accepts the docket.
- The assigned engineer reviews and approves the docket in Virtual Superintendent, or declines and assigns it back to the supervisor for correction.
- The approved docket is invoiced and reconciled.
Engineers can also:
- View photos attached by subcontractors or supervisors.
- Upload additional photos.
- View subcontractor remarks.
- Add internal remarks that are only visible to internal staff.
- Export docket data for cost tracking.
- Monitor project costs using dashboards and reports.
Note: Begin all internal remarks with your initials so other staff can identify the author.
Permissions
To access the Engineer Dockets page (Menu > Engineer), you must have the following permissions:
- Dockets Engineer
Note: If you believe that you should have access to this page but you do not (for example, if your account was recently), contact your project administrator or site manager to request access.
Manage and Review Dockets
To manage dockets as an engineer:
- Sign in to Virtual Superintendent.
- Click Menu > Engineer. The Engineer Dockets page opens.
From this page you can:
- View dockets assigned to you. These dockets may be in various states (see below for a description of docket states)
- Filter the dockets list for dockets with a status of Accepted (those waiting for action from an engineer)
- Review docket details
- Approve or decline dockets
- View dockets that require processing by clicking Items to Reconcile. This shows all dockets with a status of Accepted that have you as the assigned engineer.
Docket states
Each docket displays its current status in the State column.
| State | Description |
| Draft | The docket has been created by a subcontractor but not submitted |
| Submitted | The docket has been submitted and is ready for review by a supervisor |
| Accepted | The docket has been accepted by a supervisor and is awaiting engineer approval |
| Rejected | The docket has been rejected by a supervisor and returned for correction |
| Approved | The docket has been approved by an engineer |
| Declined | The docket has been rejected by an engineer and returned to a supervisor for correction |
| Invoiced | The docket has been exported for invoicing. To learn about exporting docket for invoicing, see the Process Dockets for Invoicing help article. |
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Process Dockets
To review and process a docket as an engineer:
- Sign in to Virtual Superintendent.
- Click Menu > Engineer. The Engineer Dockets page opens.
- Click Items to Reconcile. Dockets that need your attention are shown.
- Select a docket from the list. The Edit Docket dialog opens.
- Review the docket's details and carry out an action. You can:
- Update the cost code, engineer or supervisor, or add an attachment, if required
- Click History to view the docket history, including when it was drafted, updated, and accepted, and the users who made each change. Click Detail to return to the standard docket view.
- Click Decline, enter a comment, and return the docket to the supervisor for correction
- Click Approve to approve the docket for invoicing
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Export Dockets
Export docket information as a CSV file for cost tracking.
To export engineer dockets:
- Sign in to Virtual Superintendent.
- Click Menu > Engineer. The Engineer Dockets page opens.
- Select the dockets you want to export using the checkboxes.
- Click Export. A contextual menu opens.
- Select Engineer CSV. A CSV file downloads to your computer.
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Advanced Reporting
If Advanced Reporting is enabled for your project, you can create custom dashboards and reports to analyze project performance and costs.
Advanced Reporting allows you to:
- Build custom reports
- Filter and analyze project data
- Create dashboards
- Save reports for future use
- Download reports for external analysis
Contact support@virtualsuper.com to enable Advanced Reporting for your project.