Add internal notes to a job

Overview

Internal notes are private information about a job — a lockbox code, a warning about a pet, access instructions, a heads-up for the next worker — that is visible to the team but never shared with the client. As a Supervisor you use internal notes to brief the field team and keep institutional knowledge attached to the job.

Who This Workflow Is For

The Supervisor role. The Business Owner, Admin, and Finance can also add internal notes. Tradies and Apprentices can view internal notes on jobs they are assigned to.

Before You Start

The job must exist. If a note needs to be visible to the client, do not use Internal notes — share through the Client Portal instead via Share job details with a client.

Step-by-Step Process

1. Open the job from the Jobs page or the Dashboard schedule stream.
2. Locate the Internal notes section on the job card.
3. Select the text box under Internal notes and type the note — for example “Lockbox code 1234”, “Dog on premises”, “Access via side gate”, “Customer prefers morning visits”.
4. Select Add note to save the note to the job.
5. Repeat for additional notes. Each note saves as its own entry against the job.

What Happens Next

Internal notes appear on the job card for everyone who can view the job — the office team, you, and the assigned field workers. The notes are never shared with the client and are not part of any client-facing document. The field team uses them as part of their pre-arrival review and on-site work.

Common Issues

• Note visible to client. Internal notes are not shared. Shift notes and shared Job details can be — use Share job details with a client for that.
• Cannot find the notes section. Confirm you are on the job card (not the shift card). Internal notes appear on the job card.
• Tradie or Apprentice cannot see the note. They can view internal notes on jobs they are assigned to. Confirm the assignment.

Related Guides

• Add Shift To-Do’s (task instructions for workers)
• Share job details with a client
• Create a job