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Notes ​

Keep your team informed by adding notes to records throughout YardPilot. Notes can include text, images, and file attachments.

Where You Can Add Notes ​

Notes can be added to:

  • Contacts - Customer preferences, special instructions, access codes
  • Properties - Site-specific details, hazards, equipment locations
  • Jobs - Project updates, client communications, change requests
  • Visits - Work completed, issues found, photos of completed work

Adding a Note ​

  1. Open any contact, property, job, or visit
  2. Click the Notes tab
  3. Type your note in the text field
  4. Optionally add images or files (see below)
  5. Click Add Note

Your note is saved with a timestamp and your name.

Pinning Important Notes ​

Pin notes to keep them at the top of the list so they're always visible.

To Pin a Note ​

  1. Hover over the note you want to pin
  2. Click the bookmark icon on the right
  3. The note moves to the top with a yellow highlight

To Unpin a Note ​

  1. Click the bookmark icon again
  2. The note returns to its normal position in the list

Use Pins for Critical Information

Pin notes containing access codes, safety warnings, or special client instructions so your team sees them first.

Adding Attachments ​

Attach images and files to document work, site conditions, or important information.

Adding Images ​

  1. Click the image icon when creating a note
  2. Select an image from your device
  3. The image appears as a thumbnail preview
  4. Click Add Note to save

Viewing Attachments ​

  • Click a thumbnail to open the full-size preview
  • Click Download to save the file to your device

Supported File Types ​

  • Images: PNG, JPG, JPEG, GIF, WebP
  • Documents: PDF

Note Sharing Options ​

When adding notes to a contact, you can choose to share them with related records.

Share with Quotes ​

Check Share with Quotes to make the note visible on all quotes for this contact.

Share with Jobs ​

Check Share with Jobs to make the note visible on all jobs for this contact.

Share with Visits ​

Check Share with Visits to make the note visible on all visits for this contact.

Inherited Notes

Notes shared from a contact appear on related records with a "From Contact" badge. These inherited notes help ensure your team has context without duplicating information.

Deleting Notes ​

  1. Hover over the note you want to delete
  2. Click the trash icon
  3. Confirm the deletion

WARNING

Deleted notes cannot be recovered. Attachments are also permanently removed.

Best Practices ​

For Contacts ​

  • Add access codes and gate information
  • Note preferred communication methods
  • Record special requests or allergies (e.g., pets)

For Properties ​

  • Document hazards (slopes, underground pipes)
  • Note equipment storage locations
  • Record irrigation system details

For Jobs ​

  • Log client communications and approvals
  • Track scope changes
  • Document delays or issues

For Visits ​

  • Add before/after photos
  • Record work completed
  • Note any issues for follow-up

Troubleshooting ​

"Failed to upload attachment" ​

  • Check your internet connection
  • Ensure the file is under 10MB
  • Try a different file format

Notes not appearing ​

  • Refresh the page
  • Check you're viewing the correct tab
  • Inherited notes may be filtered out

Field Service Management for Australian Businesses

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