Add Job To-Do's and internal notes

Overview

Job To-Do’s are whole-job tasks the team needs to perform — for example “Pre-site setup”, “Test power isolation”, “Photograph completed work”. Internal notes are private information about the job — a lockbox code, a warning about a pet on site, access instructions — that is visible to the team but never shared with the client. Both attach to the job card and stay with the job through its lifecycle.

Who This Workflow Is For

This workflow applies to the Business Owner, Sole Trader, Admin, and Supervisor. Tradies and Apprentices assigned to the job can mark Job To-Do items as complete but cannot add or edit the list.

Before You Start

The job must exist — see Create a job manually or Create a job from an accepted quote. If you want certain to-do items added to every new job, set them up as defaults — see Configure business settings (Site tab → Default job to-do template).

Step-by-Step Process

Add Job To-Do’s

1. Open the job from the Jobs page or from the Dashboard schedule stream.
2. Scroll to the Job To-Do’s section on the job card.
3. Select Add item and type the to-do — for example “Confirm parts list with client” or “Lay drop sheets”.
4. Repeat for each whole-job task.
5. Select Save to apply the to-do list to the job.
6. (Optional) Use the AI to-do generation feature if available on your plan to draft to-do items quickly; review and edit each suggestion before saving.

Add an internal job note

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”, or “Access via side gate”.
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.

Mark a Job To-Do as complete (as the team works)

1. As the team completes a task, anyone with edit access on the job (or the assigned worker for that shift) can tick the to-do.
2. Completed items stay visible on the job card with a tick.

What Happens Next

Job To-Do’s appear on the job card for everyone who can view the job. Internal notes are visible within the job card to the business team — they are never shared with the client and are not part of any client-facing document. The field team uses both as part of their pre-arrival review and on-site work.

Common Issues

• To-do template did not apply. Default Job To-Do’s apply to new jobs only. Existing jobs keep whatever to-dos were set at creation; add the to-dos manually if needed.
• Note visible to client. Internal notes are not shared with the client. Shift notes and shared Job details can be shared — see Share job details with the client. Use the Internal notes section for anything you do not want the client to see.
• AI to-do generation counts toward your allowance. Each AI-generated to-do counts as one AI call against your monthly allowance. The AI usage panel on the Subscription tab shows your remaining calls — see Review your subscription and billing.
• Cannot see Edit on a job. Tradies and Apprentices can mark to-do items complete on assigned jobs but cannot edit the job structure. Confirm the user’s role.

Related Guides

• Create a job manually
• Create a job from an accepted quote
• Configure business settings
• Schedule a shift
• Share job details with the client