Summary:
This article explains the various types of notes you can create in ZenMaid and provides instructions on how to add, edit, or delete them.
In ZenMaid, there are two types of notes: Customer Notes and Appointment Notes. Each of these notes can be categorized as either a Public note or a Private note.
Adding 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.
Using Customer Public Note
Use Customer Notes if you want the note to appear on all appointments. These notes can include any details about the customer's preferences.
By using the correct wildcard, you can ensure these notes are attached to Work Orders sent to your cleaners.
Example 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."
Using Customer Private Note
Use Customer Private Notes for any information about your customer that you want to keep hidden from cleaners. Note that, similar to owner access, office managers can also view and edit these private notes.
Sample Customer Private Note:
"We can never send Janice to this job, or she will fire us on the spot."
How To Edit/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, it will unlock, allowing you to make changes. You can also add photos or mark the note as private. Once you're done editing, remember to click Save.
Changing Public Customer Note into Private Customer Note
From your ZenMaid Dashboard, navigate to Contacts > All Contacts.
Use the search bar to find the customer you want to add a note for.
Click on the customer’s name in the search results.
On the customer’s profile page, scroll down to the Notes section.
Locate the note you want to change from Public to Private. To do this, click on the three dots in the upper right corner of the note field and select "Change to private".
Side Note:
Do not forget that when made private your note will be visible only to the owner and office managers.
Adding 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 to see the Notes section where you can see existing Customer/Appointment notes.
At this step, you can choose to keep this note on all appointments of this recurring service or to make this note private by checking the checkbox you wish.
Side Note:
To add an appointment note for a one-time service / specific service of a recurring series, click on the +New Note button
The "Show on Future Appointments" option for Appointment Notes is available only if the note is part of a recurring service.
Do not forget to hit the Save button when done.
Using Appointment Notes
Use Appointment Notes if you want the note to appear on a single appointment or only on appointments within a series. These notes should contain details specific to the appointment/series.
Sample Appointment Note:
"Please clean the inside of both the oven and refrigerator on this visit."
How To Edit/Delete An Appointment Note
From your ZenMaid dashboard, go to Scheduling > Calendar View (or any view).
Choose an appointment.
Scroll down to see the Notes section where you can see existing Customer Notes / Appointment notes.
Find the note you want to edit or delete and click on the arrow in the upper right corner of the note field.
If you click the Edit note field, it will unlock, allowing you to make changes. You can also add photos or set the note to private. Once you've finished editing, remember to click Save.
If you want to delete a note, click "Delete note".
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.
Side Note:
If the note was set for all recurring services, deleting it will only remove the note from the specific appointment you selected.
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