Supervision visits and notes

Two ways to keep a written record on a job:

Supervision visits — a supervisor's structured report of a site visit: what was found, how far along the work is, and when the next visit is.
Notes — free comments on a project or task that everyone on the project can read, shown together with a history of changes.

The Projects module only appears when your subscription plan includes Projects.

Before you start

Supervisors must be in Projects → Personnel with Can supervise tasks ticked.
For the visit to default to you, your login must be linked to your Personnel record, or the task must have a supervisor set.

Steps: record a supervision visit

Open the task. In Supervision visits, click Record visit.
Choose the Supervisor. If you leave it empty, the task's supervisor is used, or you, if your login is linked in Personnel.
Check the Date of the visit.
Enter % complete — how far along the work is.
Add the Location, What was found and a short Remark if needed. What was found takes formatted text — use bullet points for each finding. The ✨ Assist button above it can turn rough notes into a short visit report, or tidy your wording.
If another visit is planned, set Next visit and Next visit by.
Click Save.
To add photos of what you found, use the small Attach button under the saved visit (on a phone, Take photo opens the camera). See Files and photos on a job.

The visit appears in the list with the supervisor, date, percent complete, findings, photos and the next visit date. Recording a visit sets the task's progress to the visit's % complete, so the task's progress bar and the project's progress update straight away. (This does not happen on a task that is already Done or Cancelled.)

Use the pencil on a visit to correct it, or the bin to delete it. Editing or deleting a visit does not change the task's progress. To correct progress, click Edit on the task and change % complete.

Steps: add a note

On a task, use Notes & activity in the right-hand column. On a project, open the Notes & activity tab.
Type in Add a note… and click Post. Notes take formatted text — bold, lists and links — and the ✨ button can tidy what you wrote or, on a task, draft a progress update for the customer from the task's activity.
To attach a picture or file to a note, use the small Attach button under it once it is posted.

Notes are visible to everyone who can open the project.

To change a note, click the pencil on it, edit it and click Save. Click the bin to delete it. You can only edit or delete your own notes. Edited notes are marked edited.

The activity history

Under the notes you also see what has changed, with who did it and when:

every status change, for example "Status changed from In progress to In review.", including the reason given when something was cancelled or reopened;
changes to recorded details, shown as old value → new value.

Untick Show changes to see only notes. Click Refresh to load anything added by others since you opened the page.

Tips

Record a visit every time a supervisor goes to site. Progress then stays accurate without anyone editing the task by hand.
Use Next visit to plan the next inspection. It shows on the visit as "Next visit … by …".
Put customer instructions and decisions in a note, so the whole team sees them.

Common problems

"Choose who supervised. Set a supervisor on the task or link your login to Personnel." → pick a Supervisor on the visit, set one on the task, or ask a manager to link your login in Personnel.
The person I want is not in the Supervisor list → only people marked Can supervise tasks in Personnel are listed.
The task's progress did not change → you edited an existing visit (only a newly recorded visit updates progress), or the task is already Done or Cancelled. Click Edit on the task to set % complete directly.
Progress went down after I recorded a visit → the last visit recorded always sets progress, even if you entered an older visit after a newer one. Click Edit on the task and correct % complete.
There is no pencil or bin on a note → it is someone else's note. You can only edit or delete your own.
"You can only edit your own notes." or "You can only delete your own notes." → ask the author to change it, or add a new note.