Notes and chats

Notes

The Notes and Chats sections on a job record keep your team aligned without switching to another tool. Use Notes to record field observations, maintenance summaries, safety instructions, or follow-up actions — all stored alongside the job for full context and traceability. Use Chats to send real-time messages between back-office staff and field technicians.

Notes support rich text formatting, voice-to-text input, file attachments, linked records, and privacy controls. This article covers every feature of the Notes and Chats experience.

Accessing notes on a Job 

1. Click “Notes” on the left panel to add the notes. You can use the rich text editor to enter the note details.

2. Click the ‘Enter your notes here…’ text field at the top of the Notes area and add the Notes. This opens the New Note editor dialog.

Available Content Types

Click the ”+” button to choose the available content types:

Text

Inserts a standard paragraph block. Use this for general descriptions, instructions, or any freeform content.

Heading

Inserts a large heading block. Useful for organizing notes with clear section titles (e.g., ‘Maintenance’, ‘Findings’, ‘Next Steps’).

Unordered List

Inserts a bulleted list. Use this for items that don’t need a specific order — such as a list of parts checked or observations made.

Ordered List

Inserts a numbered list. Use this for step-by-step instructions or prioritized action items.

Checklist

Inserts a checklist with checkboxes. Ideal for to-do items, pre-service checklists, or task tracking within a note.

Table

Inserts a structured table. Use this to organize data in rows and columns, such as measurements, equipment specs, or comparison data.

Note: You can also type ’/’ directly in the note editor to trigger the content type command menu without using the + button.

Block-Level actions (convert, move, delete)

Once a content block has been added, hover over it to reveal two action icons on the right:

Adds a new block immediately after this one — + (Plus icon)

Opens a context menu with the following actions — (Drag/Options icon)

• Convert to — Changes the block type (e.g., from Text to Heading, or from Unordered List to Checklist). A submenu shows the available target types.
• Move up — Moves the current block one position up in the note.
• Delete — Removes the block from the note.
• Move down — Moves the current block one position down in the note.

Inline text formatting

When you select text within any block, a formatting toolbar appears with the following options:

• B — Bold
• I — Italic
• U — Underline
• S — Strikethrough
• Link icon — Insert a hyperlink
• Unordered list toggle
• Ordered list toggle

These options let you style individual words or phrases within a block, independent of the block type.

Use voice-to-text

The note editor includes a built-in voice-to-text feature. Select the microphone icon in the editor toolbar to dictate your note hands-free. This is useful for field technicians who cannot type while on site.

Your device might prompt you to grant microphone permission the first time you use voice-to-text. Select Allow to proceed.

• You can attach supporting files directly to a note before posting it.

A file picker dialog will open. The following constraints apply:

• Maximum 5 attachments per note
• Maximum 20 MB per file
• Supported file types: Images, Videos, Audio, PDF, Docs, Excel, Archives, and other Files

Notes can be associated with specific contacts, organizations, properties, quotes, invoices, contracts, assets, or projects within Zuper. Use the link icon in the bottom toolbar to open the record linking panel.

Web

Replying to a note

Every reply stays attached to the original note, so the conversation never loses its context within the job. Reply visibility follows the privacy setting of the parent note.

1. On the note you want to respond to, select Reply. The reply input field appears below the note.
2. Enter your reply. To notify a teammate, type @ and select their name from the dropdown.
3. Select the Send icon. Your reply appears in the thread beneath the note.

Use @ mentions to pull specific teammates into the conversation. Mentions work in both public and Backoffice Only notes.

Notifications

The note owner and any teammate you @mention in a reply receive an in-app notification. Selecting the notification takes them directly to the note and the reply.

Viewing replies

Notes with one or more replies show a reply count — for example, 1 Reply — on the note card. Select this count to expand the thread and read all responses. To collapse the thread, select the ^ icon at the top right of the replies section.

Editing or deleting a reply

To edit or delete a reply, select the (⋮) menu next to your reply and choose Edit or Delete. You can only edit or delete replies you wrote. Admins can delete replies posted by field technicians, but cannot edit them.

Mobile

Notes on the Zuper mobile app let you capture text, photos, videos, audio, and scanned documents — all linked directly to a job in real time. Every note appears on the Notes tab alongside the job, keeping your back-office team informed as you work.

Accessing notes on a job

1. Open the job from your Jobs list or Dashboard.
2. Tap the Notes tab at the top of the job details page.

You can also tap Add note from the quick actions bar on the Details tab to go directly to the note creation page.

Replying to a note

Replies let you respond directly to a specific note, keeping all related feedback in one thread. Every reply stays attached to the original note, so the conversation never loses its context within the job.

1. On the Notes tab, tap the speech bubble icon on the note you want to respond to. The reply thread opens.
2. Type your reply in the input field. To notify a teammate, type @ and select their name from the list.
3. Tap the Send icon. Your reply appears in the thread beneath the note.

Notifications

The note owner and any teammate you @mention in a reply receive an in-app notification. Tapping the notification takes them directly to the reply.

Field technicians who tap a mention notification land only on that reply. They do not get access to the full note or the job details.

Viewing replies

Notes with one or more replies show a speech bubble icon with a reply count at the bottom right of the note card, for example, 1. Tap this icon to expand the reply thread and read all responses.

Editing or deleting a reply

To edit or delete a reply, tap the (⋮) menu next to your reply and choose Edit or Delete. You can only edit or delete replies you wrote. Admins can delete replies posted by field technicians but cannot edit them.

Pin notes

Pinned notes are displayed at the top of the Notes list, regardless of sort order. This is useful for keeping critical information, such as access instructions or safety notices, always visible.

To pin a note, click the three-dot (⋮) menu on the posted note and select Pin Note. To unpin, click the same menu and select Unpin Note.

You can control whether you receive notifications for activity on a note before posting it.

Click the bell icon in the bottom toolbar of the note editor to toggle notifications on or off. When enabled, you will receive notifications when others reply to or update the note.

Once you have finished composing your note and configuring any attachments, links, or notification preferences, click the Post Note button.

Web vs. mobile: On the web app, new notifications appear in the notification area. On the Zuper mobile app, notifications arrive as push notifications on your device. Enable push notifications in your device settings to receive them.

The note will be saved and appear in the All Notes list under the job, along with the author’s name, timestamp, and note content.

Privacy

• Control who can see the note. Three privacy levels are available:

  Visibility Option	Description
  Public	Visible to all users with access to the job
  Only Me	Visible only to the note author
  Backoffice Only	Visible only to internal back-office users, not field technicians

Edit note

Opens the note in the Edit Note dialog, where you can modify the content, attachments, and linked records. Click Update Note to save your changes. Edited notes are marked with ‘(edited)’ next to the timestamp.

Delete note

Removes the note from the job. A confirmation dialog will appear asking, ‘Are you sure to delete the note?’ Click Delete to confirm.

View note timestamp by hovering

To view the exact date and time a note was posted, hover over it.

Chats

The Chats section enables real-time messaging between back-office staff and field technicians — all within the job record, without leaving Zuper.

You can send text messages and attach files such as images or documents directly in the chat.

Web vs. mobile: On the web app, new chat messages appear as a notification. On the Zuper mobile app, chat messages arrive as push notifications. Enable push notifications in your device settings to receive mobile alerts.

An enhanced chat experience is available for customers on the Premium plan. To learn more, see the Chat quickstart guide.

Related articles

• Managing job details
• Creating a new job
• Chat quickstart guide
• Zuper mobile app quickstart guide for field executives