Overview
Note Categories are a way to organize and classify notes across different areas of the system. Notes can exist in multiple contexts—such as Clients, Crew, Jobs, Orders, or Timesheets—and categorizing them ensures that users can quickly locate and filter relevant information.
Examples of categories might include Contract, Onboarding, Review, Violation, etc. By assigning categories at the area level, the system displays only relevant categories when adding or reviewing notes, avoiding unnecessary clutter from a long, unrelated global list.
Area
Note Categories belong to the Global configuration area.
They affect multiple operational areas but are context-driven—meaning categories are shown only within their associated entity type, such as Client, Crew, Jobs, or Timesheets.
Navigation
Path: Settings > Note Categories
From here, you can create, edit, sort, and configure categories for different system entities.
Benefit
Organized Data – Users only see categories relevant to the area they’re working in.
Improved Searchability – Categorization allows faster retrieval & filtering of notes.
Consistency – Standardizing categories reduces ambiguity across departments.
Contextual Relevance – Crew won’t see Client categories, and Timesheet users won’t see Job-related categories.
Field Reference
| Field | Description |
|---|---|
| Order | Determines the display sequence of the category (categories are always sorted by this). |
| Id | Unique identifier for the category (system-generated). |
| EntityType | Specifies the area/section where the category applies (e.g., Client, Crew, Job, Order, Timesheet). |
| Name | The display name of the category (clear and concise, e.g., “Onboarding,” “Contract,” “Violation”). |
| Description | A longer explanation of the category’s intended use (optional but useful for clarity). |
Screen References
When Adding a Note: Categories are displayed in a drop-down menu filtered by EntityType.
Global Settings Screen: Displays all categories across all areas. Admins can sort, edit, or assign them.
Notes Listing Screen (per entity): Allows filtering/searching notes by category.
Pro Tip
Set up categories with future scalability in mind (e.g., use general terms like “Compliance” instead of overly specific ones).
Use the Order field to bring frequently used categories (e.g., “Contract”) to the top for faster selection.
Include a brief description so new team members understand exactly how to use each category.
FAQ
Q: Why don’t I see all categories when adding a note?
A: Categories are filtered based on the entity (Client, Crew, Job, etc.) you are working in. This reduces clutter.
Q: Can a category be used across multiple areas?
A: Yes, but you must create it per entity type to ensure relevance (e.g., “Onboarding” for Clients vs. Crew).
Q: What happens if two categories have the same Order number?
A: The system still sorts them by order, but ties are resolved based on creation time. It’s best to keep the order unique.
Permission & Configuration
Who Can Configure: Typically restricted to Admins under Global Settings.
User Access: Standard users can apply categories when adding notes but cannot modify the list.
Configuration Options: Add, edit, delete, and reorder categories per entity type.
See Also
Client Notes – Adding and managing client-specific notes.
Job Notes – Keeping records tied to job progress or compliance.
Crew Notes – Documenting performance or scheduling issues.
Order Notes – Adding operational or fulfillment-related details.