How to Share Job Information with Descriptions and File Attachments

Learn how to use descriptions, file attachments, and notes in the ClockShark web portal and mobile app for instruction and communication around jobs and employee shifts, such as plans, to-do lists, door codes, work orders, photos, and more, with the crew in the field.

Updating job information with descriptions in the ClockShark web portal

To add a job description:

1. Go to WORK > Jobs.
2. Click the specific job.
3. Select Actions > Edit.
4. Edit the Description, and click Save.

Job descriptions can only be added and edited by administrators or employees with the Add and edit jobs permission setting. You can review and edit this setting by going to ADMIN > Employees, click the specific employee’s name to check the setting under the Employee Details page and Permissions page. Learn more in How to Create Employees.

To add a job comment:

1. Go to WORK > Jobs.
2. Click the specific job.
3. Click Comments to enter the comment details.
   • Click the attachment icon to upload the job-relevant files.
   • Click the @ icon to mention employees listed in ClockShark employees list
   • Click Save to update the comments.
4. Click Attachments to upload the files. 

You can either drag and drop files or use Actions > Upload Files in the top-right corner to complete the upload.

Note: Job comments can display up to 2,000 characters. Any attachments that are added from the Comments tab will automatically be seen in the Attachments tab. Any change that happens in one affects the other. For example, any file removed from the Attachments tab will also be removed from the comments. 

Learn more in How to Use Comments on the Web.

Updating  job information with descriptions in the ClockShark mobile app 

To share job information:

1. Log in to the ClockShark mobile app.
2. Tap Work > Jobs.
3. Search the specific job or tap any job name from the job list, and then tap Job Details.
4. Tap Comments, then tap Add Comment to enter the comment details.
   • Tap the camera icon to take a photo from your device.
   • Tap the gallery icon to select a photo from your device gallery.
   • Tap the attachment icon to upload the job-relevant files.
   • Tap the @ icon to mention employees listed in ClockShark employees list.
5. Tap Save to update the shared comments.

To update a job description: 

1. Log in to the ClockShark mobile app.
2. Tap Work > Jobs.
3. Search the specific job or tap any job name from the job list, and then tap Job Details.
4. Tap the pencil icon in the upper right
5. Edit the Summary > Save

To view job information after clocking in to a job:

1. Log in to the ClockShark mobile app.
2. In the home page, tap Clock In.
3. Search for the specific job from the job list.
4. Choose a task, tap Complete Clock In. 
5. Tap the job name, tap Comments in the clocked-in job to view shared job notes and attachments.

To view job information without clocking in: 

1. Log in to the ClockShark mobile app.
2. Click Schedule.
3. Click the specific schedule entry that is assigned to the job you want to view.
4. Click the job name from the schedule details page to view the job details.
5. Click Comments to view or add comments. 

Edit file attachments and notes on timesheets

Leave and view the timesheet notes and file attachments from the clocked-in job, to know what has been updated from your employees.

To share the job notes and attachments from the clocked-in job in the mobile app:

1. From the Home page where you are in the current job. Next to Notes, tap Add to create timesheet notes. 
2. Next to Attachments, tap Add to upload attachments or take pictures to upload.
3. Tap Clock Out to share the timesheet notes and attachments.

Note: Timesheet notes added during a shift in the mobile app will be updated and appear in the employees timesheet’s Notes section on the web portal.

To view the job notes and attachments from the clocked-in job in the ClockShark web portal:

1. Go to TIME > View.

2. Click the specific existing job to see the shared job notes and attachments.

Blue chat bubble icon : Contains added notes from the mobile app while clocked-in.

Blue paperclip icon : Contains added attachments. 

You can also view attachments as thumbnail previews under the map on the left side, including files added in real time by on-site employees.

To add job notes and attachments while editing timesheets in the ClockShark web portal:

1. Go to TIME > View. 

2. Click the specific existing timesheet entry.
3. Click the pencil icon .
4. Adjust the Shift start/end date and time as needed.
5. Click Add Break if necessary or edit an existing break.
6. Add  Notes and Attachments as needed.
7. Click Save.

Once completed, an audit log entry will be automatically created showing the editor, date, and time of the changes. You can also click View Changes to view audit log details.