Overview
Property Notes are durable, free-form notes attached to a listing. Unlike tasks, they don't have a due date or status — they're standing context: "septic tank under the back deck," "neighbor sleeps until 10," "spare key behind the painting."
Notes show up where teammates need them — on the cleaning detail screen, the task detail screen, or both, depending on how you set each note's visibility.
Creating a note
Open Tasks → Notes. Click + New Note, pick a listing, give it an optional title, and write the note. Two settings control where the note shows up and who sees it:
- Visibility — where the note surfaces: on tasks, on cleanings, or both
- Audience — who sees it: everyone, specific departments, or specific users
Notes also have a display order, so you can pin the most important context to the top.
Where notes appear
A note's visibility decides where it surfaces:
- Tasks — the note shows on the task detail for that property
- Cleanings — the note shows on the cleaning detail for that property
- Both — the note shows in both places
Its audience decides who sees it — everyone on the account, only chosen departments, or only specific users.
Notes vs. AI memory
Notes are for human teammates. AI memory is for the AI. Some facts belong in both — for example, "code for the back gate is 1234" is a memory the AI uses for guests AND a note your cleaner needs. Add to both.
What's next?
- AI Memory - What ProhostAI uses to draft replies
- Subtask Templates - Reusable checklist building blocks