Description: Record an observation against a site, attach a photo or file, and describe where it happened.
Overview
A site note records something worth remembering about a site that isn't an inspection finding — a conversation with the superintendent, a change on the ground, a reference photo.
Notes belong to the site rather than to an inspection, so they stay visible regardless of inspection history.
A note is not an action item. Notes don't have due dates, don't get assigned, and don't chase anyone. If something needs fixing, open an action item instead.
Before You Begin
You need an Editor, Inspector or Backup Inspector role on the site. With any other role the note opens read-only.
Opening Site Notes
Open the site.
Under General, click Notes.
The Site Notes page opens. Existing notes are listed by date and author — for example 2026-07-14 - Jane Doe — with the note's title and text underneath.
Writing the Note
Click + Site Note. The Add Site Note page opens.
Fill in Title. This is optional.
Fill in Note. This is required.
💡 The list is keyed by date and author, so the title is what distinguishes two notes written on the same day by the same person.
Attaching a File or Photo
Click Add File or Photo.
You can attach photos and documents. If your organization has photo uploads switched off, only non-photo file types are accepted.
Adding a Location
This part is optional. Two controls:
Add this Device's Location — records your device's current position.
Location Description — type where it is in words.
📝 There's no map to drop a pin on here. If you're writing the note back at the office, use Location Description — Add this Device's Location would record the office.
Saving the Note
Click Save.
Editing or Deleting a Note
Open the note from Site Notes. The page is titled Update Site Note.
You can change the title, the note text, the location, and add or remove attachments.
To delete a note, use the red bin icon on its card in the list.
📝 If the fields show as plain text with no Save button, the note is read-only for you. That means you don't hold an Editor, Inspector or Backup Inspector role on the site.
What Happens Next
The note is stored against the site and listed on Site Notes.
Attachments are kept with it and can be downloaded by anyone with access to the site.
Notes don't generate notifications and don't appear on the dashboard. Nobody is told a note was added.
⚠️ Nothing chases a note. No notification goes out, nothing appears on anyone's dashboard, and a note has no due date. An action item is the record that carries a due date, an assignee and notifications.
FAQ
Q: There's no button to add a site note.
A: You don't hold a role that can add notes on this site. Ask an editor on the site.
Q: The note is read-only for me.
A: Editing needs Editor, Inspector or Backup Inspector on the site. Ask an editor to make the change.
Q: Save does nothing.
A: Note is empty, and it's required. A title on its own won't save.
Q: A photo won't attach.
A: Your organization has photo uploads switched off. Attach a non-photo file, or ask your administrator to enable photos.
Q: Nobody responded to my note.
A: Notes don't notify anyone. Open an action item and assign it if the work needs to reach a person.
Q: What's the difference between a note and an action item?
A: A note is a record; an action item is a task. Notes have no due date, no assignee and no notifications. If something needs fixing and chasing, it wants an action item.
Related articles
Keeping a Site Log
Creating an Action Item
Uploading and Organizing Site Documents