How to take photos and notes in a job's project folder

Keep site photos and dated notes on a long job, filed by stage, and see every project in one list.

Updated 2026-10-17

A Project folder is for work that runs for weeks, such as an AV install or a renovation. The crew take photos on site and add what they find as the job goes on, filed by stage. Anyone who can open the job can add to its folder.

It is on every job: open Work → Jobs, open a job and scroll to Project folder.

Add a photo or a note on site

Open the job on your phone.
Press a folder at the top, such as Pre-wire, so new entries go there. The line under the buttons says which folder they go in. With All chosen, they go where the last entry went, or into the first folder on a new project.
Press Take photo to open the camera, or Add note and type what was done, found or decided, for example "Conduit to basement closet run, pull string left in".
Press Save.

Each entry is dated and shows who added it. You can add more photos to an entry, edit it or delete it later. Press a photo to see it, then Open full size or Delete photo.

See every project

In Jobs, switch to the Projects view. It lists every job somebody has kept a project folder on, the most recently active first. Press one to open the job.

A job only becomes a project once something is added to it, so the list holds real projects, not every job. Someone who sees only their own jobs sees only their own projects.

Good to know

Photos are private to the business and shown only to people who may open that job. Deleting an entry or the job deletes its photos.
A project holds up to 500 entries.
Otto can read a job's project notes when you ask about the job in Otto chat.

If it doesn't work

"Write the note, or take a photo." — an entry needs one or the other.
"That photo is too large for the server to accept." — take it again at a smaller size.
"This job's project has 500 entries, the most it can hold. Delete some first."
"Only whoever wrote an entry, or someone who manages the business, can change it."

For the folders themselves and the job's details, see how to set up a job's folders and details.