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Featured | Field Services | Working with Events

Let Users Add Notes and Upload Photos Without Editing Events

In many organizations, there are teams who need to view events, but should not remove or modify the events. Sometimes these users also need to provide updates, such as status changes or work updates. For example:

  • Field crew need to access all the job details for service calls and often need to upload photos and make notes about completed work.
  • Salespeople need to manage communication with the customer about ongoing jobs, and add notes about customer requests or issues.

In these scenarios and others like them, users need all the information about the relevant jobs, and the ability to add their own notes and updates. However, giving them full modify access to the events creates potential risk: They might inadvertently change key information about jobs and events, causing problems, confusion, and data loss.

Use event comments 

Teamup provides an easy, secure way to manage this scenario. Event comments allow rich text entries as well as file and image uploads. Plus, each comment is automatically time-stamped. You can enable comments for all users, including those with read-only permission. Then they can use the event comments to add notes, share photos, upload documents, provide status updates, and so on. But they can’t make any other changes to the events.

Event comments are easy to use on a browser and on the Teamup app, so crew members on the field can capture photos and provide updates quickly.

How to set it up

You can set this up for all events on the calendar, or as needed for individual events.

For users in these groups, be sure to provide read-only access to the relevant sub-calendars. Read-only access prevents them from making any changes to the events.

For all calendar events

Settings screen shows Edit Field at the top for Event Comments configuration: The toggle is green/set to Active and under Defaults, two red arrows point to "Comments Enabled" checked on and "Who can view comments?" set to All users.

Set the defaults for event comments: Enabled and visible to all users.

  1. Open Teamup in a browser.
  2. Go to Settings > Event Fields.
  3. Click the pencil icon beside Event Comments.
  4. Make sure the field is toggled on in the Active section.
  5. In the Defaults section:
    • Check the box for ᴄᴏᴍᴍᴇɴᴛꜱ ᴇɴᴀʙʟᴇᴅ.
    • Under ᴡʜᴏ ᴄᴀɴ ᴠɪᴇᴡ ᴄᴏᴍᴍᴇɴᴛꜱ? choose All users.
  6. This setting will apply by default to all events on all sub-calendars, but you can change it for individual events as needed.

For individual events

If you prefer to have different defaults set for event comments (e.g. not enabled for all events), you can change the comment settings for individual events.

An event editor for a Teamup event with an arrow pointing to the Options menu and the Comments option.

On a browser:

  1. Create or open the relevant event.
  2. Click Options > Comments.
  3. Use the toggle to enable comments.
  4. Under Who can view comments? select All users.
  5. Click Done > Save.

On the Teamup app:

  1. Tap to open an event.
  2. At the bottom right corner, tap Edit.
  3. Tap the gear icon in the top right, then tap Comments.
  4. Turn the toggle on (green).
  5. Under Who can view comments? tap All users.
  6. Tap the check mark (top right) to save.

Learn more about event comments and how to use them for field documentation.

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Client projects rarely stay within one team. A single delivery often spans multiple departments, each using its own tools and processes. Design creates concepts and assets in their design tools, development tracks build work in a sprint board, QA manages testing in their own environment, and customer success coordinates onboarding on a separate timeline.

Each team is doing solid work. But no one sees the whole project as it moves forward. As a result, project managers spend time chasing updates from every department and trying to piece together what’s happening. With Teamup, project managers can create a unified calendar structure to coordinate complex, multi-department client projects with full transparency, fewer surprises, and smoother delivery.

Why cross-team visibility matters

When every department tracks its work in its own system, the overall project timeline becomes fragmented. This leads to issues such as:

Work stalling because a dependent task hasn’t started yet
Shared people or resources getting double-booked
Milestones drifting without early warning

Project managers constantly need to update status between teams just to keep everyone aligned. But with a shared timeline, everyone can easily see: Who is doing what, when their part starts, which tasks depend on others, when handoffs occur, which deadlines are at risk. With one shared calendar, the full delivery timeline is visible at a glance, improving coordination and efficiency across all teams.

A combined project calendar with departmental sub-calendars

In Teamup, you can build a unified project calendar that keeps everything visible while giving each department the appropriate access permissions. Each department works in its own sub-calendar and manages its own updates, while the full project rolls up into one timeline for the project manager.

Click to enlarge: A Teamup project calendar showing color-coded sub-calendars per department

For a closer look at how access levels and information visibility across internal teams, see how to Get Cross-Team Visibility with the Right Amount of Information Sharing.

The benefits of a unified project calendar
For project managers
Gain the oversight they need without chasing updates.
Easily spot delays, conflicts, or bottlenecks.
Share filtered, read-only views with clients and stakeholders.
For departments
See how their own schedule fits into the bigger project timeline.
Improve collaboration across teams with clearer, shared context.
Facilitate handoffs by having visibility into upstream and downstream work.
For leadership
Gain a high-level view of how the project is progressing across departments.
Spot broader risks and capacity constraints earlier.
Enable clearer, more reliable long-range planning.
Example: A cross-department project timeline in a shared calendar

Many client projects follow a sequence such as Design, Development, QA, Customer handoff, and Launch. In a unified shared calendar, the entire sequence becomes visible in one place.

For example: Design can schedule concepts, wireframes, and approval cycles. Development can block time for implementation and internal reviews. QA can add testing windows and verification steps. At the end, Customer Success can schedule onboarding or handoff activities.

With all of these phases shown together in a single timeline, it becomes much easier to understand dependencies, spot risks early, and ensure each team is ready for the next handoff —  keeping the entire project moving forward smoothly.

Click to enlarge: Design team Scheduler view. The lock icon next to the other department sub-calendars shows that events in other departments’ calendars are visible, but Read-Only

Ready to try a unified project calendar for your own team? Explore our live demos or create your own Teamup calendar.

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