Keep a dated record of progress and decisions, add images to explain an update, and tag colleagues who need to see it.
Before you start #
- Decide whether the note is internal or intended for the customer.
- Public notes can appear in the Customer Portal and on printed documents configured to include notes.
Open the notes section #
Open the job and scroll to Notes. Existing entries show the author and time; internal entries are marked Internal.
Write the update #
Enter a clear note describing what happened and any next action. Check the Public Note toggle before saving:
- Off — internal note: use this for team discussion, technical observations and internal handovers. The note is marked Internal.
- On — public note: use this for an update suitable for the customer. Public notes can be viewed through the Customer Portal and included on printed documents configured to show notes.
For example, “Polishing complete; ready for your final inspection” may be a customer-facing update. “Please check the finish before collection” is an internal request to a colleague. Review the text and any images before making a note public.
Add images to the note, if needed #
Select the paperclip button beside Add Note to reveal the note’s image uploader. Use browse files or My Device to choose images, drag images into that upload area, or choose Camera on a supported device.
Use the uploader directly beneath the note for images that explain that update, such as a close-up of damage or the result of a repair. Review the selected images and complete any upload step shown before saving the note. The separate Attachments section is also available for general job files.
Tag a user or store, if needed #
In the note, type @ to open the tagging suggestions. Start typing the person’s name if needed, then select the matching user from the list. Continue writing your message. Selecting the suggestion creates the tag; simply typing a name is not a substitute.
For example: tag the colleague responsible for a final check, then write “Please check the finish before collection.” When the note is saved, the tagged user receives a notification, subject to the account’s and user’s notification preferences.
Optional — multiple stores: when multi-store is enabled, you can also select a store from the tagging suggestions to notify that store’s users. Store tagging is not needed for a single-store workflow. See Multiple Stores & Companies for store-specific setup guidance.
Save the note #
Select Add Note. If you also need to change the job’s status, use the adjacent Add Note and Update Status To… menu and choose the appropriate status. A status change may trigger configured automations.
What happens next #
Check that the saved note appears with the intended visibility, images and tags. Tagged users, or users notified through a tagged store, receive the relevant tagging notification according to their notification settings.
Common questions #
Where should photographs go? #
Add images inside the note when they explain a specific update. Use the separate Attachments section for general photographs and supporting files for the job.
Do I need to make a note public to tag someone? #
No. Use an internal note to ask a colleague to act on something, and tag them in that note. Public Note controls customer visibility; the tag identifies who needs a notification.
Why didn’t someone receive a tagging notification? #
Check that you selected the user or store from the suggestions and saved the note. Review the global and individual notification preferences for You Were Tagged in a Job Note, or Your Store Was Tagged in a Job Note for store tags. The enabled channels determine how the notification is delivered.
Can I access notes from the jobs list? #
If Quick Notes is included in your list columns, use that control for quick access. Use Columns to review the fields shown in the list.
Related guides #
Last verified: 22 October 2026. Screenshots and instructions reflect Repair Pilot at the time of review.
