The Contract Management section of the User Guide contains the following topics:
Back Charge | Change Orders / Variations | Delay Notice
Extension of Time (EOT) Notice | Non-Conformance | Project Instruction | Submittals
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Set up your project’s Extension of Time (EOT) register
The Extension of Time (EOT) manager helps your project team submit and manage EOT claims with external parties.
As EOT’s are approved, the new practical completion date is automatically updated, taking into account the related project’s working week (as defined in the contract).
To set up your project’s EOT register, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to set up your project’s EOT register.
Click the small arrow to the right of the “Original Practical Completion Date” date picker and select the date the project is due to be completed.
Click the checkboxes next to each day to set your project’s working week as defined in your project’s contract.
Note: Days that are not selected in your working week will be excluded from the practical completion date calculation (as EOT notices are approved).
Click the “SAVE” button to save your project’s EOT settings.
Create an Extension of Time (EOT) notice
To create an EOT notice, follow the steps below.
Note: You must first set up your project’s EOT Register before creating an EOT Notice.
Navigate to your Management module and click on the EOT notice tool to access your project’s EOT register.
Click the “CREATE” button to start completing your notice information.
First, type into the “To” field to search for the contact you would like to address the EOT notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.
Complete the information stating the nature of the EOT claim and set the response required by clicking in to the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
a. Scroll to the bottom of the page and click the “ADD DAYS” button
b. Select the date range applicable to your EOT claim
c. Click the “ADD” button on the bottom-right hand side of the dialog
Note: If the delay days related to the EOT claim are unknown, check the “Days to be Confirmed” box. Delay days can be added at a later date by clicking in to the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top-right hand side of your screen to reveal the below options:
After sending an EOT notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the EOT notice pdf and any related attachments, or click “View Details” button to view the EOT notice and related files via the interface.
Recipients can also approve/reject EOT days via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
A record of the EOT notice is added to your project’s EOT register with all related information, including a date/time stamp for download activity.
Example: EOT notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
EOT notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to EOT notice emails and messages will also be logged in the “COMMENTS” tab of the EOT notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Close an Extension of Time (EOT) notice
This article will teach you how project team members and EOT notice recipients can approve, partly approve or reject EOT claim notices.
To close an EOT notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click on the related EOT notice.
In the “EOT BREAKDOWN” tab, click the “APPROVALS” button on the top-right hand side of your delay days list.
All claimed delay days are listed in the Approvals dialog.
Select either “Full day”, “Half day” or “Reject” next to each delay day.
After a project team member approved or rejects each day, they can close the EOT notice and send updates to all notice contacts. An updated EOT notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
To add your signature to the “sign-off” section of your updated EOT notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
Example: EOT notice .pdf file with “Sign-off” section included.
Go to your email inbox and open the related EOT notice email notification.
At the bottom of the EOT notice email notification, click the “APPROVE”, “PARTLY APPROVE” or “REJECT” button to be directed to the EOT notice interface.
Note: Contacts from outside your organisation can only view and download notices that are related to them.
All claimed delay days are listed in the Approvals dialog.
Select either “Full day”, “Half day” or “Reject” next to each delay day.
After a project team member approved or rejects each day, they can close the EOT notice and send updates to all notice contacts. An updated EOT notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
To add your signature to the “sign-off” section of your updated EOT notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
Example: EOT notice .pdf file with “Sign-off” section included.
Edit an Extension of Time (EOT) notice
To edit an Extension of Time (EOT) notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click the overflow button on the right-hand side of a Extension of Time (EOT) notice block and select “Edit” from the menu.
Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the Extension of Time (EOT) notice.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.
Add to or edit the information stating the nature of the EOT claim and change the response required by clicking in to the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Remove delay days by clicking the “X” button on the right-hand side of each, or add additional delay days by clicking the “ADD DAYS” button.
Note: If the delay days related to the EOT claim are unknown, check the “Days to be Confirmed” box. Delay days can be added at a later date by clicking in to the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top-right hand side of your screen to reveal the below options:
After sending an EOT notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the EOT notice pdf and any related attachments, or click “View Details” button to view the EOT notice and related files via the interface.
Recipients can also approve/reject EOT days via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
The existing record of the EOT notice is updated in your project’s EOT register with all related information, including a date/time stamp for download activity.
Example: EOT notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
EOT notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to EOT notice emails and messages will also be logged in the “COMMENTS” tab of the EOT notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Export an Extension of Time (EOT) notice
To export an Extension of Time (EOT) notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click the overflow button on the right-hand side of an Extension of Time (EOT) notice block and select “Export” from the menu.
Note: To select multiple Extension of Time (EOT) notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Example: EOT notice pdf file
Share an Extension of Time (EOT) notice
To share an Extension of Time (EOT) notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click the overflow button on the right-hand side of an Extension of Time (EOT) notice block and select “Share” from the menu.
Note: To select multiple Extension of Time (EOT) notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Add one or more contacts you would like to share your selected notices with by typing into the search field and selecting them from the list.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view or download shared notices.
After sharing an Extension of Time (EOT) notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Extension of Time (EOT) notice pdf and any related attachments.
Duplicate an Extension of Time (EOT) notice
To duplicate an Extension of Time (EOT) notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click the overflow button on the right-hand side of an Extension of Time (EOT) notice block and select “Duplicate” from the menu.
First, type into the “To” field to search for the contact you would like to address the EOT notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a Webuild account to view, download or respond to your notice.
Add to or edit the information stating the nature of the EOT claim and change the response required by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Remove delay days by clicking the “X” button on the right-hand side of each, or add additional delay days by clicking the “ADD DAYS” button.
Note: If the delay days related to the EOT claim are unknown, check the “Days to be Confirmed” box. Delay days can be added at a later date by clicking in to the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After sending an EOT notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the EOT notice pdf and any related attachments or click “View Details” button to view the EOT notice and related files via the interface.
Recipients can also approve/reject EOT days via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
A record of the EOT notice is added to your project’s EOT register with all related information, including a date/time stamp for download activity.
Example: EOT notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
EOT notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to EOT notice emails and messages will also be logged in the “COMMENTS” tab of the EOT notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Remove an Extension of Time (EOT) notice
To remove an Extension of Time (EOT) notice, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Click the overflow button on the right-hand side of an Extension of Time (EOT) notice block and select “Remove” from the menu.
Note: To select multiple Extension of Time (EOT) notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Export an Extension of Time (EOT) register report
To export a Extension of Time (EOT) register report, follow the steps below.
Navigate to your Management module and click on the EOT notice tool to access the EOT register.
Select the Extension of Time (EOT) notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.
Click on the “SUMMARY” button on the floating toolbar to export a report of your Extension of Time (EOT) register.
Example: EOT register report pdf file
