Here are different types of notes you could create in ZenMaid and how you can add, edit, or delete them.
In ZenMaid there are two types of customer notes: Public and Private notes.
Customer Public Note
Use customer notes if you want the note to show on all appointments.
Any notes about the customer's preferences.
Using the correct wildcard, you can attach this note to appear on your work orders sent to your cleaners.
Sample customer note: "While Rachel is the homeowner, Robin is paying for her cleaning so all billing issues need to be addressed with Robin at 555-555-5555."
Customer Private Note
Any note about your customer that you wish to hide from cleaners.
Note that, just like owner access, office managers can also view and edit your customer's private notes.
Sample customer private note: "We can never send Janice to this job or she will fire us on the spot."
How to add a customer note?
From your ZenMaid dashboard, go to Contacts > All Contacts.
Search for the customer you wish to add a note for using the search bar.
Click on the customer's name on the search result.
On your customer's profile page, scroll down to the Notes section.
If you wish to set the note as Private, tick the box shown in the screenshot below.
Fill out the Customer Notes field and don't forget to hit Save to save your comments.
How to edit or delete a customer note?
From your ZenMaid dashboard, go to Contacts > All Contacts.
Search for the customer you wish to add a note for using the search bar.
Click on the customer's name on the search result.
On your customer's profile page, scroll down to the Notes section.
Find the note you would like to edit/delete and click on the top right arrow
If you click the Edit note field will be unlocked for you to make changes. You will also be able to add photos or make this note private. When done with editing do not forget to click on Save.
How to change Public customer note into Private customer note
From your ZenMaid dashboard, go to Contacts > All Contacts.
Search for the customer you wish to add a note for using the search bar.
Click on the customer's name on the search result.
On your customer's profile page, scroll down to the Notes section.
Find the note you would like to change from public to private and click on 3 dots in the upper right corner of the note field, and simply click on Make Private.
Do not forget that when made private your note will be visible only to the owner and office managers.
Appointment Notes
Use appointment notes if you want the note to only show on a single appointment or just the appointments in a series.
Any notes that say something about the appointment.
Sample appointment note: "Please clean the inside of both the oven and refrigerator on this visit."
How to add an appointment note?
From your ZenMaid dashboard, go to Scheduling > Calendar View (or any view).
Click on the appointment you would like to add a note for.
Scroll down, and you will see the Notes section where you can see existing customer/appointment notes.
To add an appointment note for a one-time service / specific service of a recurring series, click on the +New Note button
At this step, you can choose if you want to keep this note on all appointments of this recurring service, or even to make this note private, just by checking the checkbox you wish.
Do not forget to hit the Save button when done.
How to edit/delete an appointment note?
From your ZenMaid dashboard, go to Scheduling > Calendar View (or any view).
Click on the appointment you would like to add a note for.
Scroll down, and you will see the Notes section where you can see existing customer/appointment notes.
Find the note you would like to edit/delete and click on the arrow in the upper right corner of the note field.
If you click the Edit note field will be unlocked for you to make changes. You will also be able to add photos or make this note private. When done with editing do not forget to click on Save.
If you want to delete the note, simply click on Delete note. Note: If you set the note for all the recurring services, it will still just delete the note for the appointment you selected.
In this step, you can also decide to set the note just for this appointment of the recurring service, or you can change it and attach this note to all future services.
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