Overview
A Punch List is a documented list of work items that need to be completed or corrected before a construction project can be considered finished. In Oversite, the Punch List system helps you create, assign, track, and close out these items efficiently.
Key capabilities:
• Create punch list items with descriptions, due dates, and categories
• Assign tasks to managing users and contractors
• Attach photos to document issues or completed work
• Track item status (Open, In Progress, Complete)
• Group and filter items by type, category, user, or contractor
• Export punch lists to PDF or CSV for reporting and documentation
Understanding Punch List Items
Each punch list item contains the following information:
Description – A clear explanation of the work that needs to be done
Type – The classification of the task (configured by your company)
Category – Additional grouping for organization (configured by your company)
Due Date – The target completion date for the item
Managing User – The team member responsible for overseeing the task
Assigned Organization – The contractor responsible for completing the work
Status – Current state: Open, In Progress, or Complete
Attachments – Photos documenting the issue or completed work
Accessing the Punch List
To access the Punch List for a project:
Navigate to the Project Group containing your project
Click on the Project name to open it
In the project navigation, click Punch List
The Punch List page displays all items for the selected project in a table format.
Viewing Punch List Items
Table Columns
The Punch List table displays the following columns:
Type – The task type classification
Description – Summary of the work item
Date Created – When the item was added
Due On – Target completion date
Category – Task category for organization
Images – Number of attached photos
Status – Current item status
Filtering and Searching
Search by description:
Use the search field at the top of the table
Type keywords from the item description
Results filter automatically as you type
Show or hide completed items:
Look for the Show Completed Items toggle
Turn it On to include completed items in the list
Turn it Off to show only open and in-progress items
Grouping Items
Organize your punch list by grouping items:
Click the Group By dropdown
Select a grouping option:
Type – Group by task type
Managing User – Group by assigned team member
Category – Group by task category
Assigned Organization – Group by contractor
Items are organized under group headers
Creating a New Punch List Item
Follow these steps to add a new item to your punch list:
Navigate to the project's Punch List page
Click the New Item button
Complete the form:
Description (Required) - Enter a clear, specific description of the work needed. Be detailed enough that anyone reading it understands the task.
Task Type - Select the appropriate type from the dropdown. Types are configured by your company administrator.
Task Category - Select a category to help organize items. Categories are configured by your company administrator.
Due Date - Click the date field to open the date picker. Select the target completion date.
Managing User - Select the team member responsible for overseeing this item. Only users assigned to the project appear in this list.
Assigned Organization (Optional) - Select the contractor responsible for the work. Leave blank if not yet assigned.
Add Attachments (Optional)
Click Add Images or drag and drop photos. Photos help document the issue that needs addressing. GPS and timestamp data from photos is automatically captured.
Click Save to create the item
The new item appears in your punch list with an Open status.
Editing a Punch List Item
To update an existing punch list item:
Navigate to the project's Punch List page
Click on the row of the item you want to edit
The edit form opens in a dialog
Make your changes:
Update the description, type, category, or due date
Change the managing user or assigned organization
Add new attachments or remove existing ones
Click Save to apply changes
Updating Item Status
The status indicates the current state of work on an item:
Open – Work has not yet started
In Progress – Work is underway but not complete
Complete – Work has been finished
To change an item's status:
Find the item in the punch list table
Click the Status dropdown in the item's row
Select the new status:
OPEN – Mark as not started
IN PROGRESS – Mark as work in progress
COMPLETE – Mark as finished
The status updates immediately
Deleting a Punch List Item
To remove an item from the punch list:
Navigate to the project's Punch List page
Click on the item to open the edit form
Click the Delete button
Confirm the deletion when prompted
Note:
Only Administrators and Project Managers can delete items
Items cannot be deleted if the project is locked
Deleted items cannot be recovered
Exporting the Punch List
Export your punch list for reporting, meetings, or documentation.
Export to PDF
Navigate to the project's Punch List page
Click the Export button
Select PDF format
The PDF includes:
Project information header
All visible punch list items
Current grouping (if applied)
Status for each item
Export to CSV
Navigate to the project's Punch List page
Click the Export button
Select CSV format
Open the file in Excel or another spreadsheet application
Understanding User Permissions
Different user roles have different capabilities:
Admin
• View punch list: Yes
• Create items: Yes
• Edit items: Yes
• Update status: Yes
• Delete items: Yes
• Export: Yes
Project Manager
• View punch list: Yes
• Create items: Yes
• Edit items: Yes
• Update status: Yes
• Delete items: Yes
• Export: Yes
Inspector
• View punch list: Yes
• Create items: Yes
• Edit items: Yes
• Update status: Yes
• Delete items: No
• Export: Yes
Note: When a project is locked, no new items can be created and existing items cannot be deleted.
Frequently Asked Questions
What is the difference between a punch list item and a daily inspection?
Daily inspections document work completed and materials placed each day. Punch list items track specific tasks that need attention, corrections, or completion. They serve different purposes but can be related—for example, an inspection might identify an issue that becomes a punch list item.
Can I assign a punch list item to multiple contractors?
No, each item can only be assigned to one contractor (Assigned Organization). If multiple contractors need to address an issue, create separate items for each contractor's scope of work.
Who gets notified when I create a punch list item?
Currently, punch list items do not send automatic notifications. You should communicate new assignments directly to team members and contractors.
Can I add punch list items from the mobile app?
Yes, you can access the punch list from any device with a web browser. The interface adapts to mobile screens, and you can upload photos directly from your device's camera.
What happens to punch list items when a project is completed?
Punch list items remain associated with the project for historical reference. You can still view and export them, but you cannot create new items or delete existing ones once the project is locked.
Can I move a punch list item to a different project?
No, punch list items cannot be moved between projects. If needed, create a new item on the correct project and delete the original (if you have permission).
How do I see all overdue items?
Sort the punch list by the "Due On" column to see items by due date. Items past their due date are overdue. You can also export to CSV and filter in a spreadsheet.
Can I bulk update multiple items at once?
No, items must be updated individually. If you need to make the same change to many items, consider exporting to CSV, making changes, and coordinating with your administrator for data updates.
What file types can I upload as attachments?
The punch list supports common image formats including JPG, JPEG, and PNG. Other file types are not currently supported.
Is there a limit to the number of punch list items per project?
There is no hard limit on the number of punch list items. However, for very large lists, consider grouping and filtering to keep the view manageable.
Troubleshooting
I cannot see the "New Item" button
• Verify you have the appropriate role (Admin, Project Manager, or Inspector)
• Check if the project is locked—locked projects do not allow new items
I cannot delete an item
• Only Administrators and Project Managers can delete items
• The project may be locked, preventing deletions
• Contact your administrator if you need an item removed
My photo upload failed
• Check that the file is a supported image format (JPG, PNG)
• Ensure the file size is not too large
• Try uploading one image at a time
• Check your internet connection and try again
Items are not showing in the list
• Check if the "Show Completed Items" toggle is turned off
• Clear any active search filters
• Try removing the group by selection
• Refresh the page
I cannot change an item's status
• Verify you have edit permissions for the project
• The project may be locked, preventing status changes