Introduction
Strong communication is one of the most important systems in a home service business. In Copilot, keeping detailed notes and photos for every job protects your business, reduces frustration, and ensures your team and customers stay aligned.
Why This Matters
Protects the Business — Written notes and job photos create a record in case of disputes.
Improves Team Coordination — Dispatchers, crew members, and office staff can see the same information.
Reduces Frustration — Clear documentation prevents miscommunication with both customers and employees.
💡 Verbal instructions often get lost. Only written notes and attached photos in Copilot provide a reliable record.
How to Keep Communication Clear in Copilot
Use Dispatcher Notes
Add important details for the office while the crew is on site.
Example: “Dog in back yard, notified customer. Completed front lawn.”
Set Visit Notes
Give your crew information about the visit before they arrive on site.
Example: “Gate code is 1234, use side entrance.”
Add Customer Notes
Keep long-term records of preferences or recurring issues.
Example: “Prefers clippings bagged; always calls if late.”
Record Call Notes
After phone calls, log the summary so the entire team is updated.
Attach Photos
Capture before/after photos, site conditions, or issues like locked gates or debris.
Example: Take a picture if there’s dog waste preventing mowing in part of the yard.
Best Practice in Action
When a crew arrives and finds a locked gate:
Take a photo and upload it to the visit record.
Add a note: “Unable to access backyard—locked gate, no one home.”
The office can see the update instantly on the Dispatch Board, avoiding confusion later.
By making team communication mandatory in Copilot, you’ll keep accurate records, prevent misunderstandings, and deliver a more professional customer experience.