Living Ledger — User Guide

The Living Ledger is your superintendent's notebook. You can access it two ways:

• From the 2D Viewer: Click the Ledger button in the top navigation bar.
• Direct link: Go to ledger.html?course=your_course_slug — your admin or system will have your specific link.
• From Field Notes (mobile): After scanning the QR code, tap the Ledger icon in the navigation.

If you manage multiple courses, a course selector dropdown appears in the top-left of the Ledger. Click it and choose your course — the page will reload with that course's data.

The Ledger has four main views you can switch between using the tabs at the top:

• Recent — Your latest field observations in a scrollable timeline, newest first.
• Season — A visual timeline across the full season (Spring/Summer/Fall/Winter) with weather comparison across years.
• Calendar — A month-by-month calendar showing observation activity.
• To Do List — Observations that have been flagged as action items for follow-up.

The top-right buttons give you access to the Field Notes QR code, the full observation map, and this help guide.

Field observations are captured using the Field Notes mobile app — accessible on any phone via QR code, no app install required.

• Scan the Field Notes QR code (posted in your shop or click Field Notes QR in the Ledger header).
• Select your course if prompted.
• Tap the large camera/upload area to take or upload a photo.
• Fill in the category (e.g. Disease, Pest, Irrigation), severity, and any notes.
• Tap Submit — your observation appears in the Ledger within seconds.

On the Field Notes screen, tap the large image area at the top of the form. You'll be prompted to:

• Take a new photo using your phone's camera
• Choose from your photo library if you've already taken the shot

The photo is automatically compressed and uploaded with your observation. The thumbnail will appear in the Ledger timeline and To Do List cards.

After selecting a category, a Description text field appears. Use this to add context like:

• What hole or area you're near ("Hole 7 approach, north side")
• What you observed ("Dollar spot beginning to show in morning dew")
• Any action already taken ("Spot sprayed with Daconil")

When filling out the Field Notes form, toggle the Add to To Do List switch before submitting. This marks the observation as an action item that appears in the To Do List view of the Ledger.

Use this for observations that require a follow-up action — things that need to be addressed, not just documented.

There are four severity levels. Choose the one that matches the urgency of what you're documenting:

• ● High — Immediate attention required. Active disease spread, major irrigation failure, significant pest damage, or playability-affecting conditions. Address within 24 hours.
• ● Medium — Monitor closely or address this week. Early-stage disease, localized pest presence, or conditions that could worsen if ignored.
• ● Low — Informational with low urgency. Routine observations, minor wear, conditions to watch over the season.
• ● Info — General log entry. Applications made, treatments completed, environmental notes, wildlife sightings.

Observations are organized into these main categories:

• 🌿 Turf Health — Disease, stress, color issues, recovery areas
• 💧 Irrigation — Wet/dry spots, head failures, coverage issues, drainage
• 🐛 Pests — Insects, grubs, burrowing animals, birds
• 🔧 Equipment & Infrastructure — Cart path damage, bunker issues, roping, signage
• 📦 Other — Chemical applications, wildlife, weather events, general info

Each category has sub-types to help you be more specific (e.g. Irrigation → Wet Spot).

Location is captured two ways, in order of preference:

• Automatic GPS (preferred): If your photo was taken with location enabled, the GPS coordinates embedded in the image are used automatically. You'll see a map preview confirming your location.
• Manual placement: If no GPS is available, a map will appear and you can tap to place a pin at the correct location. Drag the map and tap precisely.

Open the observation card in the Ledger and tap 📍 Edit Location. A map modal will open showing a satellite view of your course. From there:

• An amber marker shows the current (or estimated) position — drag it to the correct spot
• Pan and zoom the map to find the exact location
• The coordinates update as you drag
• Tap ✓ Confirm Location to save — the pin on the Ledger map will move immediately

If the observation had no GPS at all, the map opens centered on your course and you can drag the marker to place it for the first time.

There's a Location Name field (e.g. "Hole 12 Green", "Back 9 Cart Path") in the Field Notes form. This name shows up in the Ledger timeline and To Do List cards, making it easy to identify where an issue is without needing to open the map.

Click the Recent tab at the top of the Ledger. Observations are displayed in reverse-chronological order (newest first), grouped by date. Each card shows:

• Photo thumbnail
• Category and severity color
• Date, time, and observer
• Location name and description preview
• Open / Resolved status badge

Click Load More at the bottom to see older observations.

Use the severity chips (High Med Low) in the filter bar near the top of the Recent or Season views. Click any chip to show only that severity level. Click All to reset.

Use the Open / Resolved / All status pills above the observation list. By default you see all observations. Switch to Open to focus on what still needs attention, or Resolved to review what's been handled.

Click anywhere on an observation card (or the thumbnail image) to open a detail popover with the full photo, description, metadata, and action buttons (Resolve / Reopen). On To Do List cards, click View Details →.

The Season View shows three years of observations side-by-side on a timeline spanning the full season. This lets you immediately see:

• When problems tend to appear relative to the calendar (early June disease pressure every year?)
• How this year compares to prior years in volume and severity
• The cluster of activity around specific events

Each colored dot on the timeline is an observation — color-coded by severity. Click any dot to see its details.

Click the season buttons in the bar below the view switcher tabs: Winter Spring Summer Fall. The timeline and weather comparison will update to show that season's data.

The current season is selected by default when you open the Ledger.

Below the season timeline, you'll find the Weather Comparison table. It shows historical weather data for your course location across three years:

• Avg High / Avg Low (°F) — Average daily temperature highs and lows for the season
• Rainfall (inches) — Total precipitation for the season
• Rain Days — Number of days with measurable rainfall
• Range (°F) — Coldest to hottest single-day extremes in the season

Weather data comes from Open-Meteo, which uses ERA5 reanalysis data (the same source used by professional weather services). Data is pulled for your course's registered GPS center coordinates, so it reflects your specific location — not a regional airport or zip code approximation.

Historical weather has approximately a 5-day delay, so the most recent days may not yet be available.

The Calendar tab shows a monthly grid of your observations. Each day that has observations shows colored dots indicating severity. Days with heavy activity are visually apparent at a glance.

Use the ← previous and next → buttons to navigate between months. Click on any day to see the observations logged that day.

Each dot represents one observation on that day, color-coded by severity:

• ● High Red dot
• ● Medium Amber dot
• ● Low Green dot
• ● Info Blue dot

Multiple dots on a day indicate multiple observations were logged. The mix of colors tells the story of that day's activity at a glance.

Click the 📋 Tasks tab in the Ledger navigation. This view shows all observations that were flagged as action items when they were submitted.

Each task card shows:

• Photo thumbnail of the observation
• Satellite map centered on the issue location
• Severity, category, description, and date
• A View Details → link to the full observation
• An Open / Resolved toggle

On any task card in the To Do List, click the status toggle (the pill-shaped badge showing Open). It switches to Resolved and the card is marked complete. The observation remains in your Ledger history — it's never deleted.

In the Recent view, filter by Resolved status to find the observation. Click to open its detail, then click ⟲ Reopen. It will return to Open status and reappear in the To Do List and map.

In the 2D Viewer, the stats bar at the top shows 📋 N (where N is the count of open tasks). This gives you an at-a-glance status without needing to open the Ledger.

Staff don't need accounts. They access Field Notes by scanning a QR code that links directly to your course's recording screen. No login required.

• In the Ledger, click Field Notes QR in the top-right header.
• A modal opens with a QR code for your course.
• Click Print to print a clean copy to post in the staff shop or maintenance area.
• Or click Share to send the link directly via text or email.

Click Field Notes QR → then click the 🖨 Print button in the QR modal. A clean, print-ready page will open showing just the QR code and instructions — formatted to print on a standard sheet of paper. No browser chrome or UI elements are included.

No. Field Notes is designed for high staff turnover environments. Anyone who scans the QR code can immediately record an observation — no app install, no account, no password.

Only the superintendent or assistant who manages the Ledger needs a full account to view and manage observations.

There are two ways:

• From the Ledger timeline: Click an observation card to open the detail popover, then click ✓ Resolve.
• From the To Do List: Click the Open toggle pill on any task card to flip it to Resolved.
• From the 2D Map: Click an observation pin to open its popup, then click ✓ Resolve.

Resolved observations are never deleted. They are marked as resolved and:

• Remain visible in the Recent and Season views (filter by Resolved to see them)
• Still appear in the Season comparison timeline
• Are removed from the 2D map pins and To Do List

This preserves your historical record while keeping the active views clean.

• Log early, log often. The value of the Season View compounds — one year of data is interesting, three years is why you bought the system.
• Use Info severity for applications. Log fungicide, pesticide, and fertilizer applications as Info observations — you'll be able to correlate treatments with outcomes year-over-year.
• Post QR codes everywhere. The more accessible it is for your crew, the more observations you capture and the richer your historical record becomes.
• Use the To Do List daily. Make it part of your morning routine — review open tasks, mark complete ones resolved, add new issues from your walk.
• Add location names. "Hole 14 green, back-right collar" is far more useful than GPS coordinates in three years when you're looking back at a recurring issue.
• Trust the weather comparison. If you had dollar spot at 68°F avg high with 12 wet days three years running, and you see the same conditions building, act before the dots appear.

If you encounter an issue:

• Hard refresh the page — press Ctrl+Shift+R (Windows) or Cmd+Shift+R (Mac). This clears cached data and often resolves display issues.
• Check your connection — Field Notes requires internet access to submit observations.
• Try a different browser — Chrome and Safari work best on mobile. Avoid Internet Explorer.
• Contact your account manager — Reach out to your TURF Insight contact with a description of what you were trying to do and what happened.