Job Notes and Attachments

What are Notes and Attachments?

Every job has a Notes & Attachments tab where you can:

• Write text notes about the job
• Upload photos from site
• Upload documents (quotes, contracts, certificates)
• See everything in a timeline

This keeps all job-related information in one place, visible to your whole team.

Where to Find Them

1. Open any job detail page
2. Click the "Notes & Attachments" tab
3. You'll see a timeline feed showing all notes and files

[IMAGE PLACEHOLDER: Job detail page with Notes & Attachments tab highlighted]

Adding a Note

Notes are quick text updates about a job - what you did, what needs doing, or important info for the team.

How to add a note:

1. Find the text box at the top of the tab (says "Add a note...")
2. Type your note - can be as short or long as you need
3. Press Enter or click the "Add" button
4. The note appears in the timeline immediately

Your name and timestamp are automatically added so everyone knows who wrote it and when.

[IMAGE PLACEHOLDER: Add note text box with example note typed in]

What to Put in Notes

Good notes are specific about what happened or what's needed. Something like "Ducted system installed. Awaiting electrical certification" or "Need to order 2x return air grilles before final visit" tells the next person exactly what's going on.

Include dates when talking about future work and mention parts or items by name. Write like you're telling a teammate who wasn't there - they should be able to understand the situation without asking questions.

Uploading Attachments

Attachments are files you add to a job - usually photos from site or PDFs like quotes and contracts.

How to Upload Files

Method 1: Drag and Drop

1. Find a file on your computer
2. Drag the file into the Notes & Attachments tab
3. Drop it anywhere on the page
4. The file uploads automatically

Method 2: Click to Upload

1. Click the "Upload Files" button
2. A file browser opens
3. Select one or more files
4. Click "Open"
5. Files upload automatically

[IMAGE PLACEHOLDER: Upload files button and drag-drop area highlighted]

What Files You Can Upload

Accepted file types:

• Images: JPG, PNG, HEIC (photos from phone)
• Documents: PDF (quotes, contracts, certificates)
• Other: Most common file types

File size limit: 50 MB per file

Photos are automatically compressed to save space while keeping good quality.

What Happens After Upload

When you upload a file:

1. It appears in the timeline with your name and time
2. The filename is shown
3. Images show a thumbnail preview
4. PDFs show a document icon
5. Click on any file to open/download it

[IMAGE PLACEHOLDER: Timeline showing mix of notes and attachment items]

The Timeline Feed

The timeline shows everything that happened on a job, newest at the top.

What you see in the timeline:

Notes (Text Entries)

• Gray speech bubble icon
• Who wrote it and when
• The note text
• Delete button (if you wrote it)

Attachments (Files)

• Blue paperclip icon for documents
• Green image icon for photos
• Who uploaded it and when
• Filename
• Thumbnail (for images)
• Delete button (if you uploaded it)

Everything is sorted by time so you can see the story of the job from start to finish.

[IMAGE PLACEHOLDER: Timeline with labeled elements - note entry, image attachment, PDF attachment]

Viewing Attachments

To view an image:

• Click on the thumbnail
• The image opens full-size in a lightbox
• Click the X or press Escape to close

To view a PDF or document:

• Click on the filename
• The file opens in a new tab or downloads to your computer

To download any file:

• Right-click on the filename
• Select "Save link as..." or "Download"

[IMAGE PLACEHOLDER: Image opened in lightbox viewer]

Deleting Notes and Attachments

You can only delete your own notes and attachments. You can't delete things other team members added.

To delete:

1. Find your note or attachment in the timeline
2. Click the three dots menu (⋮) on the right
3. Select "Delete"
4. Confirm the deletion

The item is permanently removed. This can't be undone.

Using Notes and Attachments Effectively

Take Photos On Site

Before starting work:

• Existing equipment
• Problem areas
• Site access points

During work:

• Work in progress
• Issues found
• Materials used

After finishing:

• Completed installation
• Clean workspace
• New equipment with model numbers visible

This creates a visual record that protects you if questions come up later.

Document Important Conversations

When a customer asks for something or makes a decision, write a note:

• "Customer approved color change from white to black - adds $200"
• "Customer said okay to move outdoor unit 2 meters left"
• "Reminded customer about 6-week lead time on parts"

This keeps everyone on the same page.

Upload Certificates and Docs

When you finish work, upload:

• Electrical compliance certificates
• Warranty registration forms
• Council or building approvals
• Equipment manuals

This way they're always available if the customer calls asking for them.

Keep Notes Readable

Don't write notes in all caps, use proper sentences, and spell things correctly. Other team members need to understand what you wrote.

Common Questions

Can customers see notes and attachments? No. Notes and attachments are internal only. Customers can't see them.

What if I upload the wrong file? Delete it using the three-dot menu, then upload the correct file.

Can I edit a note after posting it? No. If you made a mistake, delete the note and write a new one.

Can I upload from my phone? Yes! The mobile app or mobile website both support uploading photos directly from your phone camera.

Related Articles

• Understanding Jobs - Learn how jobs work overall
• Creating and Managing Jobs - Set up and edit job details
• Using the Calendar - Schedule work and manage bookings