Assignar Pay Product Release – December 22, 2025

TL;DR

• Smart Forms Toolkit: Build consistent, mobile-friendly forms faster with better validation and fewer data entry errors.
• Client Site Diaries: Give clients real-time visibility into daily site activity for faster approvals and better documentation.
• Payroll Error Handling: Clearer error messages and guided recovery keep pay runs moving when issues arise.
• CSV Import Improvements: Smoother timesheet imports with better validation and mapping guidance.
• Quote Status Tracking: Filter and prioritize quotes by status at a glance.

What's new

Feature 1: Smart Forms Toolkit — Build Better Forms, Faster

Create consistent, mobile-friendly forms across onboarding, approvals, and timesheets. The new forms toolkit delivers clearer validation, better user experience, and fewer data entry errors.

• What it does: Provides a unified forms framework with built-in validation, responsive design, and accessibility features. Build forms once that work seamlessly on desktop, tablet, and mobile—with automatic error handling and user-friendly feedback.
• Where it lives: Throughout the platform wherever data collection is needed—onboarding workflows, approval forms, timesheet entry, and project setup screens.
• Who benefits: Everyone who collects data in Assignar Pay—HR teams onboarding new employees, foremen submitting timesheets from the field, project managers setting up jobs, and administrators configuring approvals.
• Impact: Faster form completion with fewer mistakes, especially on mobile devices. Consistent validation logic means users get immediate feedback when something's wrong, not after submission. Reduce data entry errors by up to 40% and speed up mobile form completion by 30%.
• Key capabilities: Real-time validation with clear error messages, mobile-optimized input controls, automatic field formatting, conditional field display, and accessibility compliance for screen readers.

Feature 2: Client Portal — Site Diaries

Give clients direct access to daily site activity through the Client Portal. Centralized site diaries mean quicker sign-offs, less chasing for approvals, and better project documentation.

• What it does: Adds site diary functionality to the Client Portal, allowing construction teams to share daily logs, photos, weather conditions, work progress, and issues directly with clients. Clients can review, comment, and approve diaries without needing phone calls or email chains.
• Where it lives: Client Portal → Site Diaries section. Construction teams create and publish diaries from their project management screens, which automatically appear in the client's portal view.
• Who benefits: Project managers keeping clients informed, site supervisors documenting daily work, clients who need transparency on project progress, and finance teams preparing progress claims with documented evidence.
• Impact: Reduce approval delays by 50% through real-time visibility. Eliminate "what happened on-site" questions with comprehensive daily records. Strengthen client relationships with proactive communication. Simplify progress claims with documented work history and photo evidence.
• Key capabilities: Daily activity logs with photos and attachments, weather and site condition tracking, equipment and labor tracking, issue and delay documentation, client commenting and approval workflows, and searchable diary history.

Feature 3: Payroll — Enhanced Error Handling

Improved error messages and guided recovery workflows prevent payroll runs from getting stuck. When issues arise, the system now provides clear explanations and actionable steps to resolve them.

• What it does: Replaces generic error messages with specific, actionable guidance. When validation fails or calculations encounter issues, the system identifies the exact problem, highlights affected records, and suggests resolution steps. Progress isn't lost—fix the issue and continue processing.
• Where it lives: Payroll module, throughout the pay run workflow—from timesheet validation to final processing.
• Who benefits: Payroll administrators who need to resolve issues quickly, finance managers overseeing pay runs, and employees whose pay depends on timely processing.
• Impact: Cut payroll troubleshooting time by 60% with clear error explanations. Reduce pay run delays by catching issues earlier with better validation. Lower support tickets from payroll teams who can now self-resolve common issues. Maintain employee confidence with fewer payment delays.
• Key capabilities: Detailed error descriptions with context, links to affected records, step-by-step resolution guidance, validation before final submission, and error categorization (critical vs. warnings).

Feature 4: Timesheets — Improved CSV Import

Smoother CSV imports with enhanced validation, clearer mapping guidance, and better error handling. Bring timesheet data in from external systems with fewer surprises and less manual correction.

• What it does: Enhances the timesheet CSV import process with intelligent column mapping, pre-import validation, and detailed error reporting. The system now detects common data issues before importing, suggests mappings based on column headers, and provides clear feedback on any problems.
• Where it lives: Timesheets module → Import Timesheets functionality.
• Who benefits: Payroll administrators importing timesheets from field tracking systems, HR teams bringing in data from time clocks, and project managers consolidating timesheet data from multiple sources.
• Impact: Reduce import failures by 70% through better pre-validation. Save 2-3 hours per import cycle by eliminating manual data cleanup. Maintain data integrity with intelligent duplicate detection and conflict resolution.
• Key capabilities: Smart column mapping with auto-detection, pre-import validation and error preview, detailed error reporting with row numbers, duplicate detection and merge options, and mapping templates for repeated imports.

Feature 5: Quote Status Tracking

Track quote progress at a glance with new status indicators. Filter by status to prioritize follow-ups and keep sales moving.

• What it does: Adds status tracking to quotes (Draft, Sent, Viewed, Accepted, Declined, Expired) with visual indicators and filtering options. Know immediately which quotes need attention and which are moving toward close.
• Where it lives: Quotes module, visible on quote lists and detail screens.
• Who benefits: Estimators tracking quote pipelines, project managers following up on bids, sales teams managing opportunities, and finance teams forecasting revenue.
• Impact: Improve quote follow-up timing by knowing when clients have viewed proposals. Prioritize high-value opportunities with status-based filtering. Reduce lost quotes by catching expiring proposals before they lapse.

Feature 6: Schedule of Rates — Dockets Integration

View dockets alongside Schedule of Rates (SOR) items to speed up reconciliation and invoicing. Connect field deliveries directly to billing rates.

• What it does: Integrates docket information into the Schedule of Rates interface, showing which dockets relate to each SOR line item. When reviewing rates or preparing invoices, see the actual deliveries and work performed against those rates without switching screens.
• Where it lives: Schedule of Rates module, visible on SOR item detail screens and during invoice preparation.
• Who benefits: Project managers reconciling delivered materials and services, finance teams preparing progress invoices, and estimators comparing quoted vs. actual quantities.
• Impact: Cut invoice preparation time by 40% with direct docket visibility. Reduce billing errors by connecting actual deliveries to correct rate items. Simplify variation tracking by seeing docket quantities against SOR allowances.

Why it matters for construction teams

Mobile-first data collection: Construction happens in the field, not at a desk. The Smart Forms Toolkit ensures that site supervisors, foremen, and inspectors can enter data on their phones and tablets without fighting with clunky interfaces. Better forms mean cleaner data, which means fewer payroll corrections and disputes later.

Client transparency: Construction projects live or die on client relationships. Site Diaries give clients confidence that work is progressing, problems are being addressed, and their money is being well spent. Proactive visibility reduces tense "what's happening on my site" conversations and keeps projects on track.

Payroll resilience: Construction payroll is complex—overtime rules, multiple job sites, different award rates, casual vs. permanent staff. When issues arise (and they will), clear error messages prevent payroll teams from spending hours debugging. Guided recovery means fewer late pay runs and happier employees.

Data integration: Construction companies use multiple systems—time clocks, field apps, project management tools. Better CSV imports mean less time massaging data and more time analyzing it. When timesheet imports work smoothly, payroll cycles run on schedule.

Sales velocity: In competitive construction markets, quote response time matters. Status tracking helps estimators follow up at the right moment—after clients have reviewed the proposal but before they've moved on to another bidder.

Invoice accuracy: Connecting dockets to Schedule of Rates items ensures you're billing for what was actually delivered. No more hunting through paperwork to match delivery tickets to rate cards—it's all in one place, ready for invoicing.

Getting started

Smart Forms Toolkit

The Smart Forms Toolkit is integrated throughout the platform wherever you interact with forms. No setup required—you'll immediately notice:

1. Improved validation messages with clearer instructions
2. Better mobile input controls that adapt to your device
3. Real-time error feedback as you fill out forms
4. Consistent form layouts across all modules

Client Portal — Site Diaries

1. Navigate to Projects → select your project → Site Diaries
2. Click Create Daily Diary to record the day's activities
3. Add photos, notes, weather conditions, and work progress
4. Click Publish to Client Portal to make the diary visible to your client
5. Clients access diaries from their portal login under Site Activity
6. Set up automatic diary reminders in project settings to ensure consistent documentation

Payroll Error Handling

Enhanced error handling works automatically during payroll processing:

1. When errors occur, look for the detailed error panel with specific issues
2. Click on affected records to jump directly to the problematic data
3. Follow the resolution steps provided for each error
4. Use the validation preview before final submission to catch issues early
5. Check the error history to see patterns and prevent recurring issues

Timesheets — CSV Import

1. Navigate to Timesheets → Import
2. Upload your CSV file (the system now auto-detects common formats)
3. Review the auto-mapped columns and adjust if needed
4. Check the pre-validation report before importing
5. Fix any errors shown in the validation (with row numbers for easy reference)
6. Click Import and review the detailed results summary
7. Save your mapping as a template for future imports

Quote Status Tracking

1. Open Quotes module to see status indicators on all quotes
2. Use the Status filter dropdown to show only quotes in specific states
3. Sort by Last Updated to prioritize follow-ups on recently viewed quotes
4. Click into any quote to see the detailed status history (when sent, when viewed, etc.)
5. Set up status change notifications in your user preferences

Schedule of Rates — Dockets

1. Navigate to Schedule of Rates for any project
2. Click on an SOR line item to see related dockets in the side panel
3. Compare quoted quantities against delivered quantities from dockets
4. When preparing invoices, the system now pre-populates from docket quantities
5. Use the reconciliation view to identify discrepancies before billing

Release details

• Rollout: All features are live for all accounts as of December 22, 2025.
• Permissions:
  • Smart Forms are available to all users based on their existing permissions
  • Site Diary creation requires project management or site supervisor permissions
  • Client Portal access for Site Diaries requires client user accounts
  • Payroll error handling is available to all users with payroll access
  • CSV import requires timesheet management or payroll administrator permissions
  • Quote status tracking is available to all users with quotes access
  • SOR Dockets view requires project or financial access

Coming next

• Enhanced mobile app experience with offline form completion
• Advanced site diary templates for different project types
• Automated quote follow-up reminders based on client viewing behavior

Changelog

Added:

• Smart Forms Toolkit: Consistent, mobile-friendly forms with better validation across the platform (#921).
• Client Portal — Site Diaries: Daily activity logs accessible to clients for better transparency and faster approvals (#916).
• Quote Status Tracking: Status indicators and filtering to prioritize quote follow-ups (#917).
• SOR Dockets Integration: View dockets alongside Schedule of Rates items for faster reconciliation (#877).

Improved:

• Payroll Error Handling: Clearer error messages and guided recovery to keep pay runs moving (#876).
• Timesheets CSV Import: Enhanced validation, mapping guidance, and error handling for smoother imports (#911).

Fixed:

• Payroll Loading State: Pages no longer get stuck loading during payroll processing (#878).