Notes
Pin text, photos, documents and checklists to a location; edit, archive, restore and read a note's history.
A note is a short piece of text pinned to a place on the map. Use notes for anything someone standing at that spot should know: a gate code, a cable route, a hazard, a reminder for the next shift. Notes appear live on every connected screen.
Create a note#
- Press N, or open the Create menu and choose New note.
- Tap or click the map where the note belongs. The form opens with Pinned here showing the position.
- Write the note in What did you observe?. The counter shows how much of the 500-character limit you have used.
- Optionally add a checklist, photos or documents (see below), then choose Save note.
If you need an exact position, choose Enter coordinates manually in the form and type a latitude and longitude.
Photos and documents#
The References & photos section attaches files to the note.
| Kind | Accepted | Limit |
|---|---|---|
| Photo | WebP, JPEG, PNG | 2 MB per image. Every image is re-encoded to WebP on the server. |
| Document | PDF, plain text, CSV | 10 MB per file. |
A note carries at most six attachments. Each person also has an upload budget of 50 MB across everything they upload; the attachment picker shows how much of it is used. Files are checked by their contents, not just their name, so a renamed file of the wrong type is rejected.
Checklists on notes#
A note can carry a tick-off list of up to 50 items, for example a setup sequence or a pre-opening check. Add it in the Mentioned items section of the form or later from the note itself. The note shows a progress row such as 3/8.
There are two separate permissions:
- Structure (add, rename and remove items): the note's author and full administrators.
- Ticking items off: anyone who can see the note, except guests.
Ticks are applied item by item on the server, so two people ticking different items at the same moment both keep their change. Ticking does not create an entry in the note's history, but it does update the note live for everyone. You cannot tick an archived note.
Read, edit, archive and delete#
Select a note pin to open its detail sheet. It shows the text, who wrote it, when, an (edited) marker if it was changed, its attachments and its checklist.
| Action | Who | Notes |
|---|---|---|
| Edit | Author, full administrators | Text, position, attachments and checklist structure. Saving without touching the checklist keeps it as it was. |
| Archive | Author, full administrators | Removes the note from the map and search but keeps it. Archiving twice is harmless. |
| Unarchive | Author, full administrators | Puts the note back on the map. |
| Delete | Author, full administrators | Removes the note and its attached files. Administrators can restore a deleted note from the dashboard (see Activity log and data export). |
To find archived notes, open the notes list from the menu and switch to the Archived tab. Each row has an Unarchive button that restores the note to the live map.
History#
Every change to a note (created, edited, archived, unarchived, deleted) is recorded with the person, the time and the previous text. Anyone who can see a note can read its history; guests cannot. Activity is kept for 90 days unless your administrator changed the retention.
Who can see a note#
- Everyone signed in sees notes in the area they are looking at, unless they are a restricted user (see below).
- Restricted users only see notes written by people who share at least one custom role with them.
- Guests (QR and PIN visitors) see only notes whose author ticked Show to guest viewers. That box is off by default.
- Personal notes have no location. They never appear on the map, are visible only to their author and administrators, and cannot be shown to guests. Open them from Personal in the sidebar.
The server enforces these rules on every request and every live update; hiding a pin in the client is never the only protection. The full matrix is in Roles and permissions.
How notes are drawn#
Notes are shown as compact pins. Under Appearance you can choose how nearby notes group when zoomed out: Compact (small dots), Group notes (a count bubble) or With tasks (notes and tasks share a bubble). The choice is stored on that device. See Your account and appearance.
Offline#
Notes you have already loaded stay readable without a connection, and a note you write while offline is queued and sent when the connection returns. Details and limits are on Mobile, install and offline maps.