Find out where open site actions stand
You already have a list of work, assigned contractors and promised dates. Dina requests text updates by email, reminds people to reply and brings the statuses into a report so you can address delays and decisions.
For facilities managers, site coordinators and installation managers who track assigned work in spreadsheets and separate messages.
How to start with work already assigned
Make each action easy to identify
Include the site name in each task, such as ‘North club: replace the door closer’. Add an owner and due date. Upload the list and review the tasks before applying them.
Invite the owners and choose a schedule
Invite the contractor or assigned coordinator as a participant. For email replies, they confirm their address and select email in the app. Choose collection days, a response deadline and a summary time.
Check reported results and acceptance
Review completion claims, delays and missing replies. If the work needs an on-site check, create a separate action for the person responsible and review their response.
What to ask about an open action
- What is the current status of the work at this site?
- When do you expect to finish? Is the agreed due date still achievable?
- Do you need access, materials, approval or a decision from the responsible person?
North club: the door closer has been replaced. I checked the door and did not see any issues. The site manager has not accepted the work yet and plans to inspect it tomorrow.
The contractor's completion message does not establish acceptance. Assign ‘Check the replacement door closer’ to the site manager as a separate action; their reply remains a separate source.
This collection works with text action items; include the site in the task title. Specialized collection of construction quantities and materials is still being developed. This workflow does not offer photo, voice or location capture, or automatic acceptance of work.
Example open-work register
| Action item | Owner | Current due date | Reported status | Comment |
|---|---|---|---|---|
| North club: replace the door closer | Alex, contractor | September 17 | Reported complete | Contractor reports replacement; acceptance unconfirmed |
| North club: check the replacement door closer | Maria, site manager | September 18 | In progress | Site check planned |
| Central club: agree plant room access | Igor, coordinator | September 17 | No response | Access confirmation not received |
Illustrative example with fictional people and tasks. It is not a customer result.
Alex reports that the door closer at North club has been replaced. Maria plans to inspect it, so acceptance is unconfirmed. There is no reply about plant room access at Central club; confirm access before the visit.
Read the summary and Excel report in the app. Review original replies when you need to check an entry, and choose email delivery for report recipients.
Channels and delivery
Start with email: participants confirm their address and select email in the app. Telegram and MAX are also available, and participants can reply in the web dashboard. Choose respondents and report recipients separately.
A WhatsApp pilot is planned. WhatsApp is not currently an available response channel.
Questions about this workflow
Does the contractor need to use our shared tracker?
The contractor replies through their selected channel, such as email. They need an invitation to DinaBot; email requires address confirmation and selection in the app. A completely sign-in-free workflow is not currently promised.
How do I distinguish work at different sites?
Include a site name or clear site code in every action title, and keep action IDs when updating the register. This organizes ordinary action items; a dedicated site model and automatic site-level reporting are not currently offered here.
Will Dina verify quality or accept completed work?
No. A contractor's reply records their statement. Assign a separate check to an authorized person at the site, and follow your own acceptance procedure.
Can participants send photos, voice messages or their location?
This workflow uses text replies. Photo, voice and location capture is not implemented. A separate Excel example covers construction quantities and materials; automated collection for that format is still being developed.
Can contractors reply through WhatsApp?
A WhatsApp pilot is planned, but the channel is not available today. Start with email, Telegram, MAX or the web dashboard according to each participant's settings.
Do I need to ask every contractor for an update every day?
Choose weekdays and collection times that fit the work. A few collections per week may suit open action items. Custom event-triggered follow-up is not currently promised.
Related report formats
Action register and import workflow