Notes and to-dos for the team

Notes and to-dos are the salon's day-to-day: "Delivery arriving at 2pm", "Buy milk", "Clean the dryer lint filter". A note tells the team something; a to-do needs ticking off. They're for a day (or a few), for the whole salon or particular people, once or on repeat, and they show beside the calendar and on the Today page.

#What notes and to-dos are

• A note or to-do is on a day, or over several days, with no time of its own. When the time matters, put it in the title: "Delivery at 2pm".
• A to-do needs ticking off; a note doesn't.
• It's for the Whole salon, or for one or more team members.
• It can repeat: every day, every Monday, the first of the month.

They're not the notes on an appointment (those are part of the appointment) or on a client (those are on their profile).

#Adding a note or to-do

Start one from any of these:

• ⋯ → Add a note or to-do… on the calendar, or the Note tab in New appointment (it starts on the day and team member you clicked).
• Add in the calendar's Notes & to-dos panel.
• New on the Notes & to-dos page, or + on the Today page's notes.
• Search for "New note or to-do".

Then:

1. Under What, write it in a few words (up to 120 characters).
2. Turn on Needs ticking off to make it a to-do.
3. Under For, choose Whole salon, or tap the people it's for.
4. Choose the Day. For something over several days, like a stocktake or a promotion, choose Until (up to 31 days).
5. Choose whether it repeats (below).
6. Add Details if there's more to know.
7. Press Add note or Add to-do.

Under the form, a line reads it back: "Every Monday, for the whole salon. Needs ticking off."

#Repeating notes and to-dos

Repeat has the same choices as repeating blocked time: Every day, Every day you're open, Every weekday (Monday to Friday), every week or fortnight on that day, monthly on the date or the weekday, yearly, or Custom…. Ends is Never, On a day, or After so many times.

• Changing a repeating note's wording, details or people changes every time it comes round.
• Changing when it comes round, or whether it's a to-do, applies from today: earlier times keep their days and ticks.
• To skip one time, open it and press Skip this one ("Skipped just this once"). Don't skip it puts it back.

Opening a repeating to-do shows how it's gone lately ("Done by Mia", "Missed", "Overdue", "Skipped") and the next few times it's coming up.

#Ticking off to-dos

Tick the box beside a to-do wherever it's listed: the calendar's notes panel, a day in the week view, the Today page or Notes & to-dos. A message confirms it with Undo, and the to-do says who did it and when ("Done by Mia at 10:32am"). Click the tick again to undo it later.

Everyone can tick off to-dos for them and for the whole salon.

#Overdue and missed to-dos

A to-do left undone after its day is Overdue, and it's carried onto today on the calendar and the Today page, so it isn't forgotten:

• A to-do that doesn't repeat stays overdue until someone ticks it off or removes it.
• A repeating to-do is overdue until the next one comes round. Then it's Missed, and the new one takes its place, so a daily job never piles up.

On the calendar, the Notes button turns amber while a to-do is overdue.

#Notes and to-dos on the calendar

In the day view, the Notes button shows how many to-dos are left that day (or a dot when there are only notes). It opens the Notes & to-dos panel beside the calendar (a drawer on a phone): to-dos first ("To do · 2 left"), then notes. Only one of the notes panel and the waitlist panel is open at a time.

The panel shows the whole salon's notes, and those for the people on screen, for people without a calendar column (like reception), and for you.

In the week view, each day's notes and to-dos are counted under its header ("2 to-dos", "1 of 2 done", "3 notes"). Click one to list them. In one person's week, it's their notes and the whole salon's.

Click a note anywhere for its details, with Edit and Skip this one. ⋯ → Hide notes & to-dos takes them off your calendar; Show notes & to-dos brings them back.

#The Notes & to-dos page

Choose Notes & to-dos in the menu. It has three tabs:

• Coming up: anything overdue, then each day's notes and to-dos for the next two weeks. Show further ahead looks further, up to about three months.
• Done: to-dos ticked off in the last 30 days. Untick one to put it back on the list.
• All notes: every note and to-do, how often it comes round and who it's for, with when it's next (or "Today"), Not done for a to-do still waiting, or Finished. Show finished ones includes those that have ended.

People who can see everyone's notes can choose whose to show: Everyone’s, Yours and the salon’s, Just the whole salon’s, or one person's and the salon's. On Coming up, ⋯ beside a note has Edit, Skip just this one and Don't skip it.

#Changing or removing a note or to-do

Open the note, change it, and press Save. Remove takes it away:

• For a repeating note that started before today, choose Stop from today (it won't come round again, and earlier times and their ticks are kept) or Remove completely (history and all).
• Otherwise FullColumn checks first; for a repeating one, "Every time it repeats goes too."

#Who can see and change notes and to-dos

Everyone sees the notes for them and for the whole salon, ticks off to-dos for them and the whole salon, and adds and changes notes just for themselves.

Adding or changing notes for other team members or the whole salon, and seeing everyone's, needs "Add notes and to-dos for other team members and the whole salon, and see everyone’s". Managers have it to start with, staff don't, and owners have every permission. A Front desk device includes it. Without it, a note for someone else says "This one is for someone else, so only a manager can change it."

#Common questions

#Can a note have a time?

Not a time of its own: notes are for a day. Put the time in the title, like "Delivery at 2pm".

#How do I set up a daily cleaning checklist?

Add a to-do for each job ("Clean the dryer lint filter"), with Needs ticking off on and Repeat set to Every day you're open. Each day's is ticked off on its own.

#Will a daily to-do pile up if nobody ticks it off?

No. Once the next day's comes round, the one before is marked missed and the new one takes its place.

#Why can't I see a note a colleague mentioned?

It's for someone else. Without permission to see everyone's notes, you see only yours and the whole salon's.

#Are notes sent to anyone?

Notes for you and the whole salon go on your morning day sheet, if you get one by email. See the Today page and day sheets.