Calendar Notes (Reminders & To-Dos)

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Calendar Notes (Reminders & To-Dos)

Adding Calendar Notes

Calendar Notes help you add reminders, internal memos, and quick to-do items directly on your OctopusPro scheduling calendar—without blocking time or changing availability.

Use notes to keep your team aligned on day-to-day operations, important dates, or lightweight tasks that shouldn’t prevent bookings from being scheduled.

Common examples of calendar notes

  • Public holiday reminder: “Australia Day – expect higher demand / adjusted staffing”
  • Team operations: “Team meeting 8:00–8:30 AM (online)”
  • Stock / equipment: “Restock grout sealer + microfiber pads”
  • Customer-related reminder: “Key pickup from concierge (Unit 1204)”
  • Fieldworker prep: “Bring ladder + HEPA filter for today’s job”
  • Sales/admin: “Follow up on quote approvals (end of day)”

Important: Notes don’t block availability

Calendar notes do not make a time slot unavailable for admins or fieldworkers. You can even place a note on the same time as an existing booking, and the booking remains unaffected.

If you need to prevent bookings from being scheduled, use Unavailable Time / Block Time instead (Calendar → click a time slot → Add unavailable time).

What calendar notes are (and when to use them)

Use calendar notes for things that should be visible in your schedule but shouldn’t block time.

Use notes for:

  • Reminders and internal announcements
  • Quick tasks (calls, follow-ups, pickups)
  • Special events (holidays, promos, building access changes)
  • Operational notes (inventory, team instructions)

Don’t use notes for:

  • Time off, leave, meetings that must block scheduling
    ➡️ Use Unavailable Time / Block Time.

Add a note (single date/time) — Admin

Use this when you want a note on one specific date/time (or as an all-day note).

  1. Go to Calendar from the left sidebar.
  2. Click the relevant date/time slot.
  3. Select Add note.

  4. Choose who the note should be assigned to:
    • General (Admin Calendar) (admin-only reminder), or
    • One or more fieldworkers (so they see it too)

  5. Enter:
    • Title (what shows on the calendar)
    • Notes (details/instructions)
  6. Select the date and time (or enable All day).
  7. Click Save.

Good single-note examples

  • Title: “Warehouse pickup”
    Notes: “Pick up spare parts from storage before 10 AM.”
  • Title: “Building access”
    Notes: “Gate code changed to 6742. Use visitor entrance.”
  • Title: “Call customer”
    Notes: “Call 30 minutes before arrival to confirm parking.”

Add a note (date range) — Admin

Use this when a note should appear across multiple days (e.g., a holiday period, a promotion week, or a multi-day site condition).

  1. Go to Calendar.
  2. Click a date on the calendar and choose Add note.
  3. Assign it to General (Admin Calendar) or one/more fieldworkers.

  4. Enable All day to select a date range.
  5. Select the start date and end date.
  6. Add the Title and Notes, then click Save.

Date-range examples

  • Title: “Holiday week”
    Notes: “Reduced availability—prioritize urgent jobs only.”
  • Title: “Promo running”
    Notes: “Offer: Free grout seal add-on for select services.”
  • Title: “Site maintenance”
    Notes: “Office building lift maintenance—allow extra access time.”

Assign notes to fieldworker calendars — Admin

You can assign a note to one or multiple fieldworkers so it appears directly in their calendars.

  1. Go to Calendar.
  2. Click a time slot and select Add note.
  3. Select one or more fieldworkers from the list.

  4. Enter the note Title, Notes, and choose the date/time (or All day).
  5. Click Save.

Examples that work well when assigned to fieldworkers

  • “Training: New checklist rollout” (with bullet steps in the note)
  • “Tool calibration due” (with what tool + where to go)
  • “Pickup keys from office” (with time window and contact name)

Tip: Only the fieldworkers you assign can see that note.

View notes while scheduling bookings

Notes appear alongside bookings in the calendar (commonly displayed in a distinct color), so dispatchers can quickly spot reminders while scheduling.

To review a note before scheduling:

  1. Go to Calendar.
  2. Click the note to view its details (title, time/date, and assigned fieldworker/s).
  3. To schedule a job on the same date, click the time slot/date and choose Add booking.

Example workflow

  • You see a note: “Building access change – use side entry”
  • You still schedule the booking normally
  • The note remains visible as a reminder for the team

Edit or delete notes — Admin

Edit a note (Admin)

  1. Go to Calendar.
  2. Click the note.
  3. Open the Actions menu and choose Edit note.

  4. Update any details (title, note text, date/time, assignments), then Save.

Delete a note (Admin)

  1. Go to Calendar.
  2. Click the note.
  3. Open the Actions menu and choose Delete note.

Filter notes by fieldworker

Filtering helps you focus on one person’s schedule (bookings + notes) at a time.

  1. Go to Calendar.
  2. Click Filters (top-right).

  3. Select the Fieldworker filter.

  4. Click Filter.

You’ll now see all bookings and notes assigned to that fieldworker.

Calendar notes — Fieldworker (add, view, edit, delete)

Fieldworkers can also create their own notes, but they can only assign the note to themselves. Notes created by a fieldworker will also be visible on the admin calendar.

Add a note (Fieldworker)

  1. Go to Calendar.
  2. Click a time slot and choose Add note.
  3. Add a Title and Notes, set the date/time, then Save.

Fieldworker note examples

  • “Call supplier” — “Confirm delivery time for replacement parts.”
  • “Prep kit” — “Bring stain remover + extra pads for afternoon job.”
  • “Admin follow-up” — “Confirm tomorrow’s start time with office.”

View a note (Fieldworker)

  • Go to Calendar and click the note to view details.

Edit or delete a note (Fieldworker)

  • Click the note → open Actions → Edit note or Delete note.
    Changes reflect on the admin calendar automatically.

9) Permissions & visibility rules

These rules help keep calendars private and relevant:

  • Fieldworkers can view notes that are:
    • Assigned to them by an admin, or
    • Created by themselves
  • Fieldworkers cannot view:
    • Notes added to the General (Admin Calendar), or
    • Notes assigned to other fieldworkers
  • Fieldworkers can edit or delete notes on their own calendar (including notes assigned by an admin). Any edits/deletions are reflected on the admin calendar.

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