Operations → Notes
Notes are the written record of how your business actually works — the laser protocol, the autoclave checklist, what to do if someone faints in a treatment room. Searchable, versioned, and signed off when it matters.
Write a note
New note opens the composer. Pick a category first — it changes the prompt you're writing against:
| Category | What belongs here |
|---|---|
| Treatment | A procedure, end to end |
| Equipment | A device, its maintenance, or a known fix |
| Training | Something every new hire should learn |
| Emergency | Safety-critical. Calm action saves the day |
| Personal | Just for you — keep visibility private |
| Other | Reference material that doesn't fit elsewhere |
Then write:
- Title — clear and scannable. People find notes by skimming titles.
- Tags — press Enter or comma to add. Tags are how the search narrows.
- Body — what this is for, when it applies, what the reader should keep in mind.
- Steps — an ordered list, used only when the order genuinely matters ("press kill switch, evacuate, page the doctor"). Skip it if the body says it all.
Save draft parks it. Publish sends it to whoever can see it.
Who can see it
Three levels of reach:
- Private — only you
- My team — you and everyone who reports into you, direct and indirect
- Org-wide — everyone in the workspace
Requiring a signature
Turn on Require team acknowledgment and everyone who can see the note must mark it as read. Then choose how hard that requirement bites:
- Soft reminder — it appears in the notification bell and on the pending sign-offs page. The app stays fully usable.
- Hard block — a full-screen overlay that can't be dismissed until they acknowledge it.
Versions
Every publish is a snapshot of the title, body, category, tags and steps at that moment, kept in History.
A person who signed an older version sees the note flagged as Outdated · you signed v2, so it's obvious what they're behind on.
Pending sign-offs
Pending sign-offs lists everything waiting on your signature, with a hint against each one telling you whether it will block you or merely nag. Read it, acknowledge it, and it clears.
The same count appears as an amber badge on Notes in the sidebar and on Today under action required.
Finding a note again
The notes list searches title, body and tags at once, and filters by category, by visibility, and by pinned. Pin the handful you reach for daily and they stay at the top.
The page also shows three figures at a glance: how many notes exist, how many are pinned, and how many need your sign-off.
Managing a published note
- Unpublish takes it out of circulation without deleting it
- Archive files it away
- Start session opens it as a training session to work through with someone
Notes versus policies
They look similar and they are not the same thing.
| Notes | Policies | |
|---|---|---|
| What it is | Operational know-how — how we do the work | HR and compliance — the terms of employment |
| Who writes it | Anyone who can create notes | Someone with the policy-authoring permission |
| Acknowledgment | Optional, per note | Usually required, and legally meaningful |
| Signature record | Acknowledgment logged | Signature and timestamp permanently logged |
If it's about performing the work, it's a note. If it's about conduct, safety obligations, privacy or employment, it's a policy.