# Job Site Access Notes: Brief Each Crew

Source: https://maito.app/workflows/send-each-crew-tomorrows-access-notes

Every evening Maito sends each crew the access notes for its own jobs only, asks for confirmation, and tells supervisors who has not replied.

Each evening, every crew gets only the gate, parking and pet notes for the jobs they are assigned.

[Operations](https://maito.app/workflows/team/operations) · [Home services](https://maito.app/workflows/industry/home-services) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email

## How do you send each crew tomorrow's access notes?

To send each crew tomorrow's access notes, set up an evening Loop. Maito takes tomorrow's visits from Jobber, sends each crew only the notes for its own jobs, asks them to confirm, and posts a summary for supervisors including anything it left out.

## How it's done today

A supervisor copies gate, parking and pet notes into messages by hand.

## What Maito does

1.  Read tomorrow's assigned visits
2.  Pull the access notes for each job
3.  Leave out expired codes and other crews' sites
4.  Post the briefing and ask crews to confirm

## Example

Loop run: Weekday 5:00 PM · Crew access briefing

**Maito** (5:00 PM):

Briefings sent for Wed Oct 21: 3 crews, 14 visits.

Crew 1 (5 visits), confirmed 5:03.  
Crew 2 (6 visits), confirmed 5:09.  
Crew 3 (3 visits), not confirmed yet.

Notes included, for example:  
• Acme Dental: back door, use the lockbox, park behind the building  
• Vandelay Imports: dog on site, Biscuit, friendly but loose

Catch: the door code on file for Stark Logistics was marked temporary on Sep 14. I left it out and told Crew 3 to ask you. The other expired code was Soylent Labs.

Source: job notes in the field service software. No customer's access details went to another crew.

**Sam** (5:12 PM):

Stark's new code is 4417, valid through Friday. Add it to Crew 3's note.

**Maito** (5:12 PM):

Added to Crew 3's briefing only, and I flagged it to expire Friday. I'll ask Crew 3 to confirm again.

## How to set it up

On a schedule Send each crew tomorrow's access notes

Ask your agent

“Every evening at 5, take tomorrow's visits from the field service software and send each crew only the access notes for their own jobs. Post a summary in #supervisors and ask each crew to confirm.”

Connect field service software

-   Jobber

Not connected yet? Your agent sends you a link to sign in.

## What it won't do

It can only share what is written in job notes. Missing or outdated access details need a person.

## Questions

### Does any crew see another crew's customers?

No. Each crew gets only the notes for its own jobs.

### What about old door codes?

It leaves out codes marked temporary or expired and tells the crew to ask you.

### How do crews confirm?

By replying to the message. Maito reports who has not.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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