For agencies📋 Scheduling & Dispatch
Keep internal notes on a job
Leave dated, signed notes on a job that only your managers can see. Interpreters, customers, and view-only staff never do.
Some things about a job belong with the job but should never reach the interpreter or the customer: a billing dispute, a call you made to the requestor, why you sent who you sent. Every job has an Internal notes log for that. Each note is dated and signed, and a wrong note is retracted, never erased.
Step by step
- 1On the dispatch board, click the job's chip to open its detail popup, or open the job in Edit Job.
- 2Find the "Internal notes" section, marked with a lock.
- 3Type your note in the box ("Something the team should know about this job…") and click "Add note". You can also press Ctrl+Enter (Cmd+Enter on a Mac).
- 4The note saves right away, on its own. You do not need to save the job form afterwards.
- 5If a note was wrong, click "Retract" beside it and confirm. The note stays on the job, struck through, with "Retracted by" your name and the date and time.
- 6Then add a fresh note saying what is right.
Tips
- Only people who can manage Coordinate or Billing (and the owner) can see or add internal notes. Interpreters, customers, and staff with view-only access never see them.
- Internal notes are never put in an email or a confirmation.
- Notes cannot be edited and there is no delete, so the record of what was said stays intact.
- The job's Job history shows "Internal note: Added" or "Internal note: Retracted" and who did it, but never the note itself.
- On a repeating job, a note stays on that one date. It is not copied to the rest of the series.
- Edit Job shows the notes for jobs that already exist. On a brand new job, save it first, then add notes.
- A note can be up to 5,000 characters.
- Internal notes are on the web only for now. They do not show in the agency phone app.
- For something about the person rather than this one job, use the consumer's note log instead, so it carries to their next booking.
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