Project Notes Mobile

Project Notes Mobile is an iOS companion app for Project Notes. It gives project managers access to their projects, notes, tracker items, contacts, and clients on their iPhone or iPad. Data is synchronized with a cloud backend so the mobile app stays in sync with the desktop application.

The app uses a bottom tab bar with four top-level tabs and a side drawer (hamburger menu) for settings and utilities.

Bottom Tabs:

Tab Description
Projects List of all projects
People List of all team members
Clients List of all client companies
Items Unified list of all tracker items across all projects

Hamburger Menu (top-left ≡ button):

Item Description
Cloud Sync Settings Open the Sync Settings page
View Open the View Options page
Sync All… Manually trigger a full sync with the cloud server
Preferences… Open the Preferences page
Help Open this documentation
What's New Open the release notes
About Display the About screen with version information

Pages

Projects List Page

The entry point for project work. Displays all projects as a scrollable list. A Quick Search bar at the top filters the list in real time as you type.

Project Details Page

Shows the full details for a single project, organized into tabs:

Tab Contents
Info Project name, number, status, managing company, project manager, and description
Notes All meeting notes for the project — tap a note to open the Note Detail Page
Tracker Tracker and action items for the project — tap an item to open the Tracker Item Detail Page
Locations Associated file paths and locations — tap an entry to open the Location Detail Page
Team Team members assigned to the project — tap a member to open the Team Member Detail Page

Project Notes Page

Lists all meeting notes associated with a project. A Quick Search bar at the top filters notes by title or content as you type.

Project Note Detail Page

Displays the full content of a single meeting note.

Field Description
Title Note title or meeting subject
Date Date of the meeting or note
Internal Marks the note as internal (not for client distribution)
Content Full rich-text body of the note
Attendees List of meeting attendees — tap to open the Meeting Attendees Page
Action Items Action items generated from this note — tap to open the Note Action Items Page

Meeting Attendees Page

Lists all attendees for a specific meeting note. Tap an attendee to open the Meeting Attendee Detail Page.

Meeting Attendee Detail Page

Displays the name and contact details for a single meeting attendee.

Note Action Items Page

Lists the action items associated with a specific meeting note. Tap an item to open the Tracker Item Detail Page.

Project Tracker Page

Lists all tracker items (risks, issues, action items, work items, change requests) for a project. The list respects the Show Internal Items and New and Assigned Only settings in View Options.

Tracker Item Detail Page

Displays the full details for a single tracker item.

Field Description
Type Item type: Risk, Issue, Action Item, Work Item, or Change Request
Item Number Unique item number within the project
Title Short description of the item
Status Current status: New, Assigned, In Progress, Resolved, Closed
Priority Priority level: Low, Medium, High, Critical
Assigned To Team member responsible for the item
Due Date Target completion date
Opened Date Date the item was opened
Closed Date Date the item was resolved or closed
Internal Marks the item as internal
Description Full description of the item
Comments Threaded comments — tap to open the Tracker Item Comments Page

Tracker Item Comments Page

Lists all comments attached to a tracker item in chronological order. Tap a comment to open the Tracker Item Comment Detail Page.

Tracker Item Comment Detail Page

Displays and allows editing of a single comment on a tracker item.

Status Items Page

Lists status report items for a project. These are high-level summary items used for status reports and client presentations.

Status Item Detail Page

Displays the details for a single status item.

Field Description
Type Status item category
Description Item description
Internal Marks the item as internal

Project Location Detail Page

Displays an associated file path or folder location for a project.

Field Description
Description Human-readable label for the location
Path File system path or URL

Team Members Page

Lists all team members assigned to a specific project.

Team Member Detail Page

Displays the relationship between a team member and a project, including their role on that project.

All Items Page

A unified view of tracker items across all projects. Useful for seeing all open or assigned items regardless of which project they belong to. The list respects the same View Option filters as the per-project tracker page.

People Page

Lists all team members in the database. A Quick Search bar filters the list as you type.

Person Detail Page

Displays the full contact record for a team member.

Field Description
Name Full name
Email Email address
Office Phone Office phone number
Cell Phone Mobile phone number
Role Job title or role
Company Associated client company

A phone-icon button appears next to Office Phone and Cell Phone when a number is present. Tapping the button opens your phone's dialer with that number pre-filled, using a tel: URL. The same call buttons appear on the Team Member Detail Page and Meeting Attendee Detail Page wherever a phone number is shown.

Clients Page

Lists all client companies in the database. A Quick Search bar filters the list as you type.

Client Detail Page

Displays the details for a client company.

Field Description
Name Company name
Address Mailing address
Phone Main phone number
Website Company website
Notes Freeform notes about the client

Sync Settings

Open from ≡ → Cloud Sync Settings.

The mobile app synchronizes data with a cloud backend using SqliteSyncPro. Two backend types are supported: a self-hosted PostgREST server or a Supabase project.

Setting Description
Enable Sync Master on/off toggle for cloud synchronization. When off, the app operates in local-only mode and no network requests are made.
Host Type Selects the backend type: Self-Hosted PostgREST or Supabase. This choice controls which additional fields are shown below.
Server URL The base URL of your PostgREST REST API endpoint (e.g., https://your-server/rest/v1). Shown when Self-Hosted PostgREST is selected.
Supabase URL The URL of your Supabase project (e.g., https://xxxx.supabase.co). Shown when Supabase is selected.
Supabase API Key The anon public key for your Supabase project. Shown when Supabase is selected.
Email The email address used to authenticate with the sync server.
Password The password for the sync account.
Encryption Phrase An optional passphrase used to encrypt sensitive data before it is sent to the server. If set, the same phrase must be configured on every device that syncs to this database. Leave blank to disable encryption.

Sync behavior:

  • The app syncs automatically in the background on a 30-second interval when Enable Sync is on.
  • Use ≡ → Sync All… to trigger an immediate full sync at any time.
  • A thin progress bar below the navigation bar indicates sync activity: green while syncing, red if an error occurs.
  • Sync errors are written to error.log in the app's data container.

View Options

Open from ≡ → View.

View options control which records are shown in list pages throughout the app. Changes take effect immediately without requiring a restart or manual refresh.

Option Default Description
Show Closed Projects On When enabled, projects with a Closed status appear in the Projects list. Turn this off to hide completed projects and reduce clutter.
Show Internal Items Off When enabled, tracker items and notes that are marked Internal are visible. Turn this on to see items that are not intended for client distribution.
New and Assigned Only Off When enabled, the tracker and All Items pages show only items with a status of New or Assigned. This is useful for focusing on open work items.

Preferences

Open from ≡ → Preferences….

Preferences configure default values that are applied when creating new records.

Setting Description
Managing Company The client company that is pre-selected as the managing company on new projects. Choose your own organization from the Clients list.
Project Manager The team member that is pre-selected as the project manager on new projects. Choose yourself from the People list.

Setting these values saves time when creating projects because you will not need to fill in the same managing company and project manager on every new project.

About Page

The About page displays the application name, version number, and copyright information. Open from ≡ → About.