Using Visit Notes

Overview

Visit Notes are useful if you want a more open line of communication between your onsite staff and your in-office staff. This note type is also helpful if you want to go the extra mile with a message to your customer after the work on their job has been completed.

You might add a visit note from Aspire Cloud to alert on-site crews to a customer preference or one-time job change. Your onsite crews might make a visit note in Aspire Mobile to make an observation or record a problem while working or to prove they completed work with a picture.

This article explains how to create and view visit notes in Aspire Cloud, and it links to related articles for Aspire Mobile.

Things to know

You can only create visit notes from Aspire Cloud when editing a scheduled visit in the Scheduling module.
If you delete a visit for a job and there is a note attached to the visit, the note will also be deleted.
Visit notes can’t be edited after they’re added to a work ticket. If you’re using Visit Notes on Layouts, then you would need to uncheck the Public box and create another note with corrected information and make the new note Public.

Requirements

To create visit notes, you need the Full Access to Schedule Board permission added to your user role.
To create visit notes in Aspire Mobile, you need the Crew Leader permission added to your user role.

Steps

Creating visit notes in Aspire Cloud

Go to the Scheduling module.
Click on a scheduled visit.
In the window that appears, select the three-dot icon to open the action menu.
Select Edit Visit.
On the Visit page, with the Visit Notes tab selected, select the Add button.
In the window that appears, enter the text of your note.
Check the Publish visit note to Customer Portal box if you want the note to be visible in the customer portal.
If you want to attach a file, use the Attachments section to do so. Read our article about uploading attachments to learn more.
Check the Make public for reports box if you want to allow the note to appear in Invoice and Work Ticket report layouts created using the Web Report Designer.
Select Save when you’re done.

After creating the note, it appears in the Visit Notes section where you can read the note and preview any files attached to it.

If you want to change your selections for the Publish visit note to Customer Portal, or Make public for reports boxes, you can do so with the Public and Show in Portal checkboxes.

If you want to allow a visit note image to be visible in the invoice for the work ticket, check the Image available on invoice box. Learn more in our article about adding work ticket images to invoices.

The Visit Notes section with a visit note added.

Creating visit notes in Aspire Mobile

To learn how to create visit notes in Aspire Mobile, read our article about the work ticket details page in the Aspire Mobile knowledge base.

Viewing visit notes

Beyond the Visit page, there are several places where you can view visit notes in Aspire.

When viewing a property, scroll down and select the Visit Notes tab. This tab shows all visit notes added to any work tickets related to the property. Use the Sort By dropdown to sort notes by newest, oldest, route, or visit date.
When viewing an opportunity, select the three-dot icon to open the action menu, and select Visit Notes. This opens the Visit Notes window where you can view all visit notes added to work tickets in the opportunity. Use the Sort By dropdown to sort notes by newest, oldest, route, or visit date.
When viewing the Time Entry screen, select the gray page icon below a work ticket to view visit notes. This icon only appears when there are visit notes associated with the ticket.
In Aspire Mobile, you can view visit notes from the Work Ticket screen by selecting the Notes option, then selecting the Visit Notes tab.