Notes, Signatures & Tracking

Notes, photos, signatures and a customer tracking link are the record of what happened on a job. This article covers where each one lives in the portal, and which ones you capture on the mobile app instead.

Add a note

The Notes card sits at the bottom of the right-hand column of the job detail page. Each note records the author's name and the date it was added.

1. Type into the note box — the placeholder reads Add a note....
2. Tick Internal note if the note is for your team only. Internal notes show an Internal Only label.
3. Select Add Note.

The note appears in the list above the box, and the count badge on the card header increases. To change a note later, use the pencil icon on it; the trash icon deletes it. Both icons need the edit-notes permission.

On the mobile app, the Notes section of the job screen has the same box and the same Add Note button, plus Edit Note and Delete Note actions.

Attach photos

The Photos card holds job photos. In the portal, drag an image onto the upload zone or select the zone to pick a file. JPEG, PNG, GIF and WebP are accepted. Save the job before uploading — on an unsaved job the zone reads Save the job first to upload photos.

Each thumbnail carries four actions: preview, download, delete, and a visibility toggle. The toggle switches a photo between Visible to the customer and Hidden from the customer, which controls whether it reaches the customer-facing views.

Photographing work in the field is a mobile job. On the app, select Attach Photo in the Photos section, then choose Take Photo or Choose from Gallery.

Capture a signature

A signature is a drawn record of who accepted the work and when. The crew usually captures it on site, on the mobile app.

On the mobile app, open the Signatures section of the job:

1. Select Capture Signature.
2. Enter the Full Name and an optional Role, then select Next.
3. Sign on the canvas — Clear wipes it and starts the drawing again.
4. Select Done.

In the portal: select Capture Signature at the foot of the job summary card. The Capture Signature dialog asks for a Signature Type — Job Start, Job Completion or Approval — a Signatory Name, and the signature itself. Save Signature stays disabled until both the name and a drawn signature are present.

Share a tracking link

A tracking link lets the customer follow the job in a browser without an account. The link is available while the job is Scheduled or In Progress.

1. Open the Options menu in the job header and choose Share Tracking.
2. Set Link Expiry — 24 hours, 48 hours, 3 days or 7 days. Choose this before the link is generated; it locks once a link exists.
3. Copy the tracking URL, or send it straight to the customer with Send via Email or Send via SMS.

Both send buttons stay disabled when the customer record has no email address or no phone number, and the dialog says which one is missing.

The customer's page shows the job status, the scheduled time, the assigned service team and an activity timeline, and refreshes every 30 seconds. Once someone on the job taps On my way in the mobile app, the page says the team is on the way and when they should arrive; after Running late, it shows the new arrival time. It never shows where anyone is.

Tell the customer you're on the way

On the mobile app, someone assigned to a job that hasn't started sees On my way as the job's main action. Tapping it marks them as travelling and works out an arrival time from the drive between where they are and the site (or uses the booked start if the phone can't share its location). Running late, in the same menu, asks roughly how long until they get there and records that as the new arrival time.

Both show on the customer's tracking page straight away. To also send the customer a message on the Professional plan, turn on the Job On-the-Way SMS and Job Running Late — Notify Customer workflows (see Automation templates); sending SMS needs SMS credit.

Two buttons manage the link afterwards. Refresh Link extends the expiry. Revoke Link kills it — the page stops working for anyone holding the URL, and the dialog then offers Generate New Link.

What you should see

A job with a full record shows a note count on the Notes card and thumbnails in Photos. The Signatures card lists each signatory with the time they signed. While the job runs, the Share Tracking Link dialog holds a live tracking URL.

Next: Completing & Closing Jobs.