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Thursday, November 19, 2015

New Feature: Daily Schedule Notes put important schedule details just a click away

Administrators can now attach daily notes to each schedule. This helps communicate extra information to employees about shifts. Notes can be added, edited, and viewed from both the desktop app and the mobile web app.

Notes can be a huge help. Here are some ideas:

  • Provide extra details about special event schedules.
    Example Note: Please meet at the West Gate of the Stadium.

  • List information to employees about what tasks are due.
    Example Note: Please fill out your Rig Check and Supervisor Log at the end of your shift.

  • Give details about an employee leaving early or arriving late.
    Example Note: Paulina had childcare issues so she will be in at 9:10am.

  • Keep a daily log for the schedule.
    Example Note: **Took report from # 16-J, signed control drugs - short 1 Fentanyl from Medic # 2 earlier call
    Checked unit
    **Washed unit

How to Locate the “Add Note” Link 

Notes can be added by Admins with scheduling authority. The popup menu to ‘Add Note’ is found when you hover on schedule names or dates in the Work Schedule Views, My Schedule, and the Hourly Editor.

Schedule “Duty Crew” before hover

On hover, popup menu shows “Add Note” link

Using the “Add Note” Link

When you click the “Add Note” link, you will then see a lightbox like the one below. This is your workspace to create your note. Notice that at the bottom of the lightbox, you also have the option to include your note in Shift Reminders. Learn more about this in the Shift Reminders Blog.

“Add Note” lightbox with “Include in Shift Reminders” enabled.

After creating and saving the new note, a small yellow note icon icon-note-12.png will appear on the schedule.

“Duty Crew” now has a yellow note icon

Viewing an Existing Note

When a note is added, all Members who can work, edit, or view that schedule will be able to preview and read the entire note. A preview of the note is shown when you hover on the note icon icon-note-12.png.

Hover preview of a note on the Monthly Calendar
The complete note, and more note details, can be viewed in the lightbox when you click the note icon icon-note-12.png.

Note Details - Members view

Note Details - Administrator view with editing access

Editing a Note & Note History

Admins can edit the note by either clicking directly on the note icon or by hovering on the schedule name to see the popup menu and clicking the “Edit Note” link.

Popup menu now has “Edit Note” link due to pre-existing note

The “Edit Note” lightbox lets Admins edit note text. Admins and Members can both see the “Note History” section which displays when a note added, edited and by whom. Admins extra access and can click on previous versions of the note to read them.

Note History Details - Administrator view

What do you think?

Customer feedback is very important to Aladtec. We base many enhancements and features on the needs of our customers. Please let us know what you think. Call 888-749-5550 write us at


  1. Replies
    1. Thanks, Mike. We're excited to see all the different ways our customers will use it.

  2. Just a suggestion, but it may be even more useful to allow admins to "Add Notes" for each position or for every one that is on that schedule. That way you can have a note for the Officer and a note for the Firefighter or allow you to add notes to the Officer that the others cannot not view. This will be a very useful tool for this program and I like the fact that the note will be included in the "Shift Reminder"

    1. Hi Wayne. We totally agree. The current notes can be edited multiple times and by multiple people, so it can kind of be used like you mentioned, but extending notes to other areas is definitely something we are considering. We wrote the code to be extendable. However, we chose to roll it out in the current fashion to get it out there sooner and to get more feedback (like yours) before moving forward. Thanks for the feedback.

  3. Another suggestion would be instead of having the little note symbol at the top of the day, include the note at the bottom of the day like time off or events. Just give it a different color like it is already set up and be able to read at least the first part of the note, then click to open and finish reading it. Glad it is an option now anyway at least!

    1. Hi Bryon. We thought about putting it down on the bottom, but because notes are currently tied to specific individual schedules and in the future we may add notes tied to specific positions (and possibly elsewhere) we decided to go with this approach.

  4. I am just wanting to gain some clarification, but when a shift reminder is sent to someone's phone does the message automatically show up with the shift reminder or does it just show that there is a message?

    Does the entire group see that there is a message waiting or just the individual?

    If a note is added, will there be a way to alert someone that a message is waiting for them or will they have to go on the schedule to be alerted?

    This is a great concept and am excited to start using it.

    1. Hi Danny. When a shift reminder is received via email the message contains the full NOTE (unless the Note is crazy long). However, when the shift reminder is received via text message the user is just notified that a NOTE exists.

      Since these Daily Schedule Notes are tied to Schedules, people see the Notes if they can see the schedule. People can add or modify Notes if they have Schedule editing authority.

      If you have Shift Reminders enabled, text message reminders will include a reference to the Note while email reminders will include the entire Note (unless it's crazy long). There is no other automated way at this time to alert users of the notes.

      We share that excitement. We're anxious to see what everyone does with these.

  5. Glad to see this option, I've been hoping for it a long time. I agree w/ Wayne D. above about having a note available to add to each position. Thanks!

  6. Great feature, can we make to where non-admins can use it too. This would be good to use as a pass off from shift to shift instead of using a whole form.

  7. Can we make this awesome feature available to non-admins? Would help with communication between shifts when admins are off or use it for a pass along.