Add Job To-Do's and Internal Notes

Who this guide is for

Business Owners, Sole Traders, Admin, and Supervisor.

Overview

Add whole-of-job tasks (“Job To-Do’s”) that any worker on the job can see and tick off, and crew-only internal notes such as access codes, lockbox numbers, or hazard warnings. Internal notes are not shared with the client.

Before you start

The job must already exist.

Steps

Add Job To-Do’s

1. Open the job from Jobs or the dashboard.
2. Scroll to the Job To-Do’s section.
3. Select Add and type the task. Repeat for each task.
4. Select Save to apply the to-do list to the job. The list saves immediately if you are editing an existing job; if you are still creating the job, the list saves when you select Create Job.
5. (Optional) Select Generate to-dos to have the AI draft items based on the job’s context. Review and edit each suggestion before saving. Each generated item counts against your monthly AI usage allowance — see Subscription → AI usage.

Add internal notes

1. Open the job and scroll to the Internal Notes section.
2. Click into the text box and type the note (for example, access code, parking notes, pet warning).
3. Select Add note to save the note to the job. Repeat for additional notes — each saves as its own entry against the job.

What happens next

Job To-Do’s appear to every worker assigned to the job and they can tick them off as they go. Internal notes are visible within the job card to your team only — clients do not see them in the Client Portal.

Related guides

Create a job manually, Schedule a shift, Mark a job complete.