Creating a Note
Click the Add... button on any day in your schedule
Select Add note from the dropdown menu
Fill in the note details and click Create
Note Details
When creating a note, you can set:
Title (required) — A short name for the note, like "Pick up mower from repair shop" or "Team meeting at 2pm"
Location (optional) — An address if the note involves going somewhere. You'll get a directions link when viewing the note.
Due date — When the note is due
Description — Additional details or instructions
Estimated time — How long the task might take
Tags — Add tags to categorise or highlight the note
Crew — Assign the note to a specific crew (if you use multiple crews)
Repeating Notes
Notes can repeat just like visits. This is useful for recurring tasks like:
Weekly equipment checks
Monthly team meetings
Daily morning reminders
To create a repeating note, select a repeat frequency (Daily, Weekly, Monthly, or X Weekday of Month) when creating the note, and optionally set an end date.
Working with Notes on the Schedule
Notes appear on your schedule alongside visits but with a distinct appearance so you can easily tell them apart.
You can:
Drag and drop notes to reschedule them to different days or crews
Click on a note to view its details
Mark as complete when the task is done
Skip a note if it's no longer needed
Edit to update the details
Copy to create a similar note (available for non-repeating notes)
Delete to remove the note
Add attachments like photos or documents
Notes vs Visits
Here's how notes differ from regular visits:
No property required — Notes don't need to be linked to a customer or property
Non-billable — Notes can't be invoiced (they're for internal tasks only)
No automatic notifications — Notes don't trigger customer reminders or follow-up messages
Simpler display — Notes show just the title and basic info, without customer details
Common Uses for Notes
Here are some ways our customers use notes:
Equipment reminders: "Bring hedger for Smith property", "Drop whipper snipper off for service"
Errands: "Pick up plants from nursery", "Collect parts from mower shop"
Team communication: "Crews A and B work together until 11am then split", "Jerry finishes early today"
Appointments: "Meeting with accountant at 2pm", "Phone call with new lead"
Daily reminders: Morning checklists, end-of-day tasks
Quote visits: Site visits to prepare quotes (before a property is created)
Personal tasks: Car service, license renewal, bank appointments
Tips
Use tags to make notes stand out — for example, use an emoji tag like 📞 for phone calls or 🔧 for equipment tasks
Add a location if you need to go somewhere — you'll get a handy directions link
Set times for time-sensitive tasks so they appear in the right order on your schedule
Use the description for detailed instructions or checklists
Keep notes unscheduled if you're not sure when you'll do them — drag them onto the schedule when you're ready