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Photos & notes
Site photos, videos, voice notes and files live inside tasks, so every picture stays attached to the work it shows. Crews usually take photos and record voice notes on the mobile app; in the web hub you can add more, describe and mark them up, tag them, and review everything that came in from a project.
Where to find it
In a task: the Photos & files section of the task panelFor a whole project: Tasks › click the project in the sidebar › Documents tab Who can use it: people with the Task permission see photos across the workspace. Crew members without it still see and add photos on the projects they belong to. See Roles and permissions.
Add photos, videos and files to a task
- Open the task and scroll to Photos & files.
- Drag photos, videos or other files onto the box (Drag photos, videos or files here), or click the box to choose them. You can add many at once; the box shows the upload progress.
- To link to something stored elsewhere, click Add link, paste a Google Drive link or any URL and click Add.
On a tablet or other touch device you also get:
- Take photo — opens the camera.
- Record — records a voice note on the spot. Click Stop when you're done; the note is sent and transcribed (see Voice notes and transcripts).
Photos and videos go into the task's photo timeline. Other files (drawings, contracts, spreadsheets) are listed as files that open in a new tab.
Everything is shown newest first, grouped by day (Today, Yesterday, then the date). Photos uploaded together by the same person are grouped into one batch with a count, such as "6 photos".
Why location comes from the photo
Site Connect takes the time and location from the photo itself, not from your browser. A photo uploaded from the office still shows where and when it was really taken — and a photo with no location data simply shows none.
Describe a batch of photos
Right after you upload, a description box opens under the new batch (Describe this photo…). Type a short note and press Enter. The description applies to every photo in that batch.
For older batches, click + Add description, or click an existing description to change it.
Open, mark up and tag a photo
Click a photo to open Photo details.
- Markup — draw on the photo. Choose a pen, arrow, ellipse, rectangle or text tool and one of six colors. For text, click where it should go, type, then press Enter or click Place. Use Undo or Clear markup to fix mistakes, then Save markup. The markup is stored on top of the photo, so the original is never changed. You can also click the pencil on a photo in the timeline to go straight to markup; Edit markup reopens it later.
- Caption — type a caption and click Save caption. Write from voice asks AI to write the caption from the voice note recorded with the photo (Premium plan — see below).
- Rotate — turns the photo 90°.
- Photo information — Taken at, Received at, Taken by, Size, the Address and coordinates, and how far from the project it was taken.
- Tags — click + tag to add a tag; click a tag to remove it.
- On-site voice note — the transcript of any voice note recorded with the photo.
- Comments — a comment thread just for this photo.
- Download — the button at the top opens the full-size photo in a new tab so you can save it.
- Delete this photo — see below.
Videos open in a player instead; they can't be marked up.
Delete and restore photos
Photos are evidence, so deleting is a soft delete:
- In Photo details, click Delete this photo and confirm.
- In the timeline, click the bin next to a batch to delete the whole batch (Delete this whole batch).
Right after deleting, the message at the bottom of the screen has an Undo button for a few seconds. Files that aren't photos are deleted permanently after you confirm.
Photos flagged for review
A small warning mark on a photo means it Needs review. Open the photo to see why, for example:
- Taken too far from the project address
- Picked from the device gallery, not shot in the app
- Uploaded long after it was taken
- Taken offline, with no location
- Device clock reports a time in the future
- Location injected by a mock-location app
The photo is not blocked — the flag only points it out so a manager can decide.
Voice notes and transcripts
Voice notes appear in the task timeline with a play button. Once transcribed, the text is shown in place of a description so you can read rather than listen. If there is no text yet, the line tells you why:
| Message | Meaning |
|---|---|
| Transcribing… | The transcript is on its way. |
| Your plan doesn’t include AI transcription — tap to hear the original | Your workspace isn't on the Premium plan. The recording is saved and plays normally. |
| This month’s AI limit is used up — tap to hear the original | The workspace's monthly AI limit has been reached. The recording is saved and plays normally. |
| Transcription failed — tap to hear the original | Something went wrong; the recording is still there. |
| Not transcribed — tap to hear the original | The note was saved without a transcript. |
AI features need the Premium plan
Transcribing voice notes, writing captions from voice, and the other photo AI features (summaries and translation) are part of the Premium plan only. They run on Site Connect's own AI service, so you don't need your own AI account.
Without Premium:
- photos, videos, files and voice recordings still work — recordings are saved and can be played back;
- voice notes show Your plan doesn’t include AI transcription;
- Write from voice shows an error saying the feature is part of the Premium plan.
AI access is per workspace: each workspace needs its own Premium plan. See Plans & billing.
Browse every photo in a project
Open the project from the Tasks sidebar and click the Documents tab. It gathers the photos, voice notes and files of every task in the project.
Two buttons at the top switch between Photos & files and Submitted forms (the forms crews filled in at check-in or check-out).
In Photos & files you can:
- search with Search captions and file names…;
- filter by task (All tasks), by person (Everyone), by type (All types: Image, Video, File, Voice note) and by date (Any time, Today, Last 7 days, Last 30 days);
- click Needs review or No location to show only flagged photos or photos without a location;
- filter by tags, choosing OR (any tag) or AND (all tags);
- group by Group by day, Group by task or Group by person;
- switch between Photo grid, Table and Map.
Clear filters shows how many filters are on and removes them all.
To act on several photos, tick them (or use Select whole group). A bar appears with Add tag…, Move to task…, Delete and Deselect.
Good to know
- To stamp the capture time, date, address and coordinates onto photos taken in the app, turn on Stamp details on photos in Project settings. Photos picked from a phone's gallery are never stamped.
- The project profile also shows the latest site photos; to add or describe photos, open the task.
- For taking photos and recording on a phone, see Photos on the mobile app.