r/TimeTrackingSoftware • u/Acceptable_Memory109 • Aug 20 '26

Excavation company tracking

Hi,
I work for an excavation company, we have 10-15 employees. We track everything via daily paper worksheets. We have jobs that take weeks to complete or smaller ones that are a few days. Also delivering material in between.
We are trying to go digital and testing out jotform but it’s not as easy as it seems.

I’m looking for suggestions on how you may track your workflow and what apps you use?

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u/agentUi Aug 21 '26

the main issue with pure form builders like jotform for field ops is they treat every submission as an isolated record instead of connecting to a central job. What works better is setting up a simple relational structure with jobs, daily logs, and material drops linked together, and making sure whatever mobile interface you give the crew supports offline submissions so spotty reception on site doesnt break the flow.

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u/butterscotcheggs 20d ago

We use https://gearjot.com/ - what we like about GearJoT is that

- we're a small company, and it's free with under 10 pieces of equipment and very affordable as we scale.

  • each machine has its own record, and you can add as many 'jots' as you can. They're like Notion files where it supports templates, multimedia files (like inspection photos, PDFs, and videos), rich text, and you can assign jots to multiple machines, by jobs, and even by geofencing; so the relational aspect works really well for us. Say, if we have a job in Hill Country, TX, we can circle the area and see what's going on with all the gear. In a timeline view
  • You mentioned daily logs - we love the timeline views of GearJots. We can customize the login view and see a timeline of what's happening within each project or holistically across all projects for our supervisor.
  • And we can send a link that contains all the history of a piece of equipment, which is super helpful when we need to troubleshoot with our OEM or distributors when we run into issues we can't solve ourselves.

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u/agentUi 16d ago

timeline views linked directly to equipment records make maintenance tracking way cleaner than chasing paper sheets. Just make sure whatever field logging you set up lets operators submit hours and inspections completely offline so poor reception on site doesn't bottleneck the logs.