Notes

Creating a note

1. Click the Add… button on any day in your schedule
2. Select Add note from the dropdown menu
3. 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”
• Address (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 an address 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