Your Notepad is the place for everything that doesn't have a home yet, and it doubles as your to-do list. Notes, reminders, photos and files all land here until you deal with them.
Add a note or a reminder
There are three ways in:
- Type it. Open the Notepad and tap New note.
- Tell Mucka. Say or type "make a note to order a new pump" or "remind me to call the supplier Thursday". Mucka writes it down for you.
- Send it in. Photos, documents and locations you send Mucka over chat or WhatsApp turn up here too.
On a phone with the new look switched on, New note (the + beside the search) opens the full height of the screen with a big box to write in. The keyboard stays down until you tap the box. It also takes Photo, Video, File and Location as well as words. Each photo or video you add shows as a thumbnail with a cross to take it off again before you save. Photos, videos and files land on your notepad beside the note, each as its own item (photos from one note stay together as one card), and they go into whatever category you picked for the note. Files can be PDFs or spreadsheets, up to 15 MB each.
Videos from your phone
Tap Video in New note. On an iPhone you can record one there and then or pick one from your library; in the Mucka app it opens your library. MP4 and iPhone (MOV) videos both work, up to 100 MB each, which is roughly three minutes of HD. If a clip is bigger than that, Mucka says so before sending anything: record a shorter one, or trim it in Photos first.
A video goes straight from your phone to your notepad's storage, so a long one takes a while on a slow signal. Its thumbnail shows how far it has got, and the note stays open until it has finished. If Mucka can't take it, it says why beside the video and keeps the note open, and anything already saved isn't sent again when you try once more. Once it's on the notepad you can play it, file it to a job (it lands in the job's Photos & videos) or delete it like anything else. You can still send a video to Mucka on WhatsApp and it lands here the same way.
Ask Mucka what's on it
You don't have to open the app to find out what you wrote down. Ask — "what have I got written down?", "read me my notes", "anything on my list about the boiler?" — and Mucka reads your notepad back to you, including when each one is due. This works on a phone call too, which is the point: your to-do list is most useful when you're driving and can't look at a screen.
You only ever get your own notepad. Everyone on the team has their own.
Change something without starting again
To move a reminder or reword a note, just say so: "move that reminder to half seven", "push the supplier one to next week", "change that note to say two radiators". Mucka edits the note you already have.
It won't make a second copy and leave you to tidy up the first — the item keeps its place, its category and anything filed against it.
If you mention a day or time ("by Thursday", "tomorrow morning"), Mucka saves that as a due date so it can remind you.
Your notepad is grouped by day, so Today, Yesterday and older items each sit under their own heading and the newest is always at the top.
Read a long note
The list only ever shows the first few lines of a note, so twenty notes stay scannable. To read one in full, tap the note itself — on desktop the preview says Read the whole note when there's more to see, and on mobile tapping the card opens it.
The note opens exactly as you dictated it, line breaks and all, so a numbered list stays a numbered list. Copy note puts the whole thing on your clipboard, which is the quick way to get something like your terms and conditions out of the notepad and into Settings → Business → Paperwork.
When something landed
Every row says the time it arrived — 2:14pm, not "3 hours ago" — and the list is split under day headings, so Today, Yesterday and 18 Sept come from the heading and the clock comes from the row. That goes for everything on the notepad, not just notes: a photo off WhatsApp, a file, a location pin.
Once something's ticked off it swaps to the time you ticked it, under the day you did it, so Done reads as a record of when you got through things.
Sort it into categories
Once there's a fair bit on your notepad, one long list stops being useful. Categories break it up.
Every account starts with four: Materials, Gate codes, Follow-ups and Reminders. They're only a starting point, rename them or delete them and make your own.
- Put something in a category. Open the item and choose Put in a category, or on desktop tap Category on the row. You can do a whole batch of photos in one go.
- Pick one as you write. The New note box has the categories along the bottom, tap one before you save. With the new look on a phone it's a Category row instead: tap it and pick from the list.
- Just say it. "Make a note the gate code at Hartley Road is 4821, put it under gate codes" and Mucka files it there. Ask for a category you haven't made yet and it'll tell you, then offer to create it — say the word and it's done. It won't invent one on its own while jotting a note down, because everyone on the team sees your categories.
- Or ask for one outright. "Create a category called skip hire" or "what categories have I got?" works on the app, on WhatsApp, or on the phone.
- See one at a time. Tap Filter and pick a category. The notepad shows only that one, with a chip at the top so you know what you're looking at. Tap the ✕ on the chip to see everything again.
On a phone with the new look switched on, each category wears a small picture so you can pick it out at a glance: a phone for call backs and follow-ups, a box for materials, a key for gate codes and getting in, a bell for reminders, a receipt for things to order, a signed sheet for quotes and a spanner for snags and fixes. Mucka picks it from the category's name, and anything it doesn't recognise gets a folder.
Choose a category's icon
If the picture Mucka picked isn't the one you'd have chosen, pick your own. Tap Filter, then Edit categories, and tap the pencil beside the category. Under Icon you'll see Automatic (from the name) first, then sixteen pictures to choose from: phone, receipt, parts, key, quote, spanner, reminder, gas, water, electric, van, calendar, photo, paperwork, star and folder. The one it wears now is ticked. Tap the one you want and Save.
You can choose one when you add a category from Edit categories too. A category added anywhere else starts on Automatic, and you can change it here later. Pick Automatic again to go back to the picture its name suggests, which then follows the name if you rename it.
Every category you had before keeps exactly the picture it showed, until someone picks a different one. The picture you choose shows on the notepad, the filter and the category list for the whole team.
Nothing has to have a category. Anything you don't sort just stays where it always was, and No category in the filter shows you what's still loose.
Categories are shared with the whole team. That's on purpose: hand a to-do to a colleague and it keeps its category, and you can see everyone's gate codes in one place. Adding a category is open to anyone, whether you tap it or ask Mucka for it. Renaming one, changing its icon or deleting it changes it for everybody, so that needs the same permission as clearing someone else's notepad, and it's done on the Notepad rather than by asking.
Deleting a category never deletes what's in it. Those notes go back to having no category, and nothing else about them changes.
Photos sent together stay together
Send a batch of photos in one go, from a job visit, say, and Mucka keeps them as a single card ("6 photos") instead of six separate rows. Tap the card to see every photo, then either handle one on its own or act on the whole batch at once: file every photo to a job, client, quote or invoice, hand them to a teammate, or dismiss the lot. Not sure what they're for? Ask Mucka. Filing a whole set of visit photos to a job is one tap instead of six.
Tick things off
When a job's done, mark it done:
- On the Notepad, tap the tick on the left of any item. On mobile you can also open an item and tap Mark done.
- Or just tell Mucka: "I've called the supplier, tick that off" and it'll mark it for you.
Ticked-off items drop off your list, so what's left is always what still needs doing. Marking something done is different from dismissing it (ignore it) or filing it to a job or client.
Tell Mucka to leave something alone
Some things never needed filing. A screenshot, a photo you sent to ask a question, a note that has stopped mattering. Say so and it comes off the list:
"That photo from earlier, leave it, it's nothing to do with a job."
Mucka takes it off your notepad there and then, so it stops asking. The photo itself stays in your history, so this is not a delete. If Mucka nudges you about something and you reply "no" or "leave it", that counts too, and you will not be asked about it again.
Delete something for good
Sent the wrong photo, or want a file gone rather than just off your list? Open the item on the Notepad and choose Delete. That removes the item and the photo or document behind it, for good — so you'll be asked to confirm first.
On a computer the bin sits at the bottom of the item once you've opened it, and it's also in the ⋯ menu on the row itself. On a phone, tap the card and scroll to Delete for good. Either way it works on something you've already ticked off, so a finished to-do you'd rather not keep can still go.
Delete and Dismiss are not the same thing:
- Dismiss takes it off your list. The file stays.
- Delete removes the file too, and can't be undone.
You can delete your own items. Deleting someone else's needs the same permission as dismissing theirs. Ask Mucka to delete something and it'll bring up the confirm in the app — deleting isn't something it will do off a WhatsApp message on its own.
Assign a to-do to a teammate
Got a to-do that's really someone else's job? Hand it over:
- On the Notepad, open the item and choose Assign to…, then pick a teammate.
- Or tell Mucka: "assign the supplier chase to Sammy" and it'll move it across.
The to-do leaves your list and lands on theirs, tagged "Assigned by you" so they know where it came from, and they get a heads-up on their dashboard. Anyone on the team can assign a to-do to a colleague.
File a note to a job or client
A note about a specific job doesn't have to stay in the notepad. Open the item and choose File to a job, client, quote or invoice, and it moves across. Mucka can do this for you too if you ask.
Where it ends up:
- Filed to a job: a photo or video goes in the job's Photos & videos, a document in its Attachments, and a note becomes a note on the job.
- Filed to a client, quote or invoice: photos and documents sit on the customer's own page, in Paperwork under Sent to Mucka. Anything filed to one of their quotes or invoices is listed there too, with the quote or invoice it belongs to.
A written note filed to a client, quote or invoice is kept against it, but isn't shown on their page yet. If it's about a visit, file it to the job instead.
Reminders and nudges
Mucka keeps an eye on your list so you don't have to:
- Anything due today or overdue gets flagged in your daily WhatsApp nudge and your morning and end-of-day briefings.
- If you mention something you need to do later, Mucka may offer to add a reminder for you.
- If Mucka asked you something on WhatsApp and you never came back to it, that lands on your list a few hours later. Reply in the meantime and nothing lands at all. The nudge just says it's still waiting, it won't read the conversation back at you.
You can turn the proactive WhatsApp messages off any time, just tell Mucka "stop messaging me".
Whose notepad you're looking at
Your notepad is yours, each person on the team has their own. If you're an owner or admin, the filter button lets you switch between Mine, Everyone, or a specific team member to see what's on their plate.