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Reports

Reports are automatically generated from mobile voice sessions and PDF documents. They contain a summary of what was captured during a session or what was extracted from a PDF report. After generation, reports can be edited, annotated, and exported.

What Are Reports?

Reports in SiteWhiz are automatically generated summaries of:

  • Session Reports - Automatically generated from mobile site visits with voice recordings and photos
  • PDF Reports - Automatically extracted when you upload PDF reports (such as architect reports)

What reports contain: - Summary of the session or PDF document - All tasks that were extracted (actions, decisions, issues, questions) - Transcription or summary of the content - Photos taken during the session (for session reports) - User notes (your own annotations added after generation) - Metadata such as date, time, location, and participants

Session Reports

Automatically generated from mobile voice recording sessions.

What they contain: - Summary of the session - Full voice transcription - All tasks extracted during the session - All photos taken during session, linked to relevant tasks - Session metadata (date, time, duration, location, participants)

How to generate:

  1. Complete a voice session on mobile app
  2. Tap Generate report
  3. Review AI-extracted tasks on swipe cards (approve or reject each)
  4. Report is automatically created with approved tasks
  5. Find in Reports list

Voice Capture in Sessions

You can also access voice recording during a session:

Path: Reports → + → Start Session → Microphone button in session panel

Use for: - Detailed descriptions while walking around - Dictating specifications or measurements - Recording observations hands-free

The AI processes your speech to: - Extract type (Action, Decision, Issue, Question) - Create concise title - Write full description from your words - Assign priority based on urgency language

Voice Capture Tips

Best Practices

Speak naturally: - No need for formal language - "There's a water leak near the bathroom sink" works perfectly

Include context: - Location: "Building A, second floor, room 204" - Urgency: "This is urgent" or "Low priority" - Who: "Assign to electrician team"

Pause between observations: - AI uses pauses to separate tasks - Clear pause = separate task

What the AI Understands

Urgency words trigger High priority: - "Urgent", "ASAP", "immediately", "critical", "emergency"

Assignment hints: - "Plumber needed" → Discipline = Plumbing - "For the electrician" → Discipline = Electrical - "Assign to Jan" → Assignee = Jan

Type detection: - "Question:", "Ask about" → Question - "Problem:", "Issue:", "Fix" → Issue - "Decide", "Choose" → Decision - "Install", "Complete" → Action

Review Before Saving

AI transcription shows: - What you said (full text) - How AI interpreted it (type, title, priority)

You can edit any field before final save.

Session Report Details

Automatic Generation

Session reports are automatically created when you: - Complete a voice recording session - Save the AI-extracted tasks - End a site visit session

No manual intervention needed - the report is automatically generated.

Report Content

Summary: - Overview of what was discussed during the session - Key points and decisions - Total number of tasks created

Tasks: - All tasks extracted during the session - Type, title, description - Priority and due date (if available) - Assigned to (if set) - Discipline/trade

Transcription: - Full voice transcription of the session - Timeline of observations - Timestamps for important moments

Photos: - All photos from session - Linked to relevant tasks where possible

Viewing Session Reports

In the app: 1. Go to Reports page 2. See list of all reports with task count badges 3. Click on a report to open the detail panel 4. View summary, linked tasks, photos, and transcript 5. Edit title, transcriptions, or add user notes as needed 6. Export to DOCX for sharing

Filtering reports: - Text search across title, type, date, participants, summary, and transcript - Date range filter - "My Projects Only" toggle (for admins)

PDF Reports

When you upload a PDF report (such as an architect report), SiteWhiz automatically extracts tasks from the document.

How it works:

  1. Upload a PDF document
  2. SiteWhiz automatically recognizes it as a report
  3. AI extracts tasks (actions, decisions, issues, questions) from the PDF
  4. Tasks are automatically created in your project
  5. A report is saved with the extracted information

What gets extracted: - Action tasks - Decisions - Issues - Open questions - Important information from the report

Viewing the report: - Go to Reports page - Find the report (shown with purple Document badge) - Click on the report to open the detail panel - Click the PDF button to view the original document in the built-in PDF viewer - View which tasks were extracted - Tasks are already created in your Tasks list

Automatic Extraction

You don't need to do anything manually - as soon as you upload a PDF report, everything is automatically processed and extracted.

Viewing Reports

In the app:

  1. Navigate to Reports page
  2. See list of all reports (sorted by date, newest first)
  3. Click on a report to open the detail panel

Report list columns:

  • Title — with session type icon (file icon for notes, chat icon for meetings, building icon for site visits)
  • Source — colored badge: green App (session reports) or purple Document (PDF reports)
  • Date — report date
  • Tasks — color-coded count badges showing actions (blue), decisions (green), questions (yellow), issues (red), and photos (camera icon)
  • PDF — link button to view the original document (for PDF reports only)

Filtering:

  • Text search (searches title, type, date, participants, summary, and transcript)
  • Date range picker (start and end date)
  • "My Projects Only" toggle (for admins)

Report Detail Panel

Click on a report to open the detail panel on the right side of the screen.

What you see:

  • Title (editable — click the pencil icon to edit inline)
  • Metadata — session type, report type, date, participants
  • Summary — AI-generated overview rendered as formatted text
  • Linked Tasks — all extracted tasks grouped by type, each showing title, assignee, priority, due date, and status
  • Photos — gallery of all report photos
  • Raw Transcript — collapsible section with individual transcription lines
  • User Notes — your own notes and annotations
  • PDF Viewer — inline viewer for PDF-source reports

Actions available:

  • Export — download the report as a DOCX document (click the download icon)
  • Delete — remove the report (click the trash icon)

Editing Reports

After a report is generated, you can edit it to add context, correct transcriptions, or annotate tasks.

What you can edit:

  • Report title — click the pencil icon next to the title, edit inline, then save
  • Raw transcriptions — each transcription line can be edited individually (click to expand, edit, save)
  • User notes — add your own notes and observations to the report
  • Comments on tasks — add comments directly on linked tasks within the report

Photo management:

  • Upload photos — click the + button in the photos section to add new photos
  • Link photos to tasks — drag and drop photos onto linked tasks to associate them
  • Delete photos — remove photos that are no longer needed

Viewing Original PDFs

PDF reports (shown with a purple Document badge in the Source column) have a PDF button that opens the original document. This allows you to:

  • View the original PDF report alongside the extracted tasks
  • Reference the source document when reviewing tasks
  • Verify that tasks were correctly extracted

Next Steps