Watch the 30-second introduction
The short version
Visit notes are in Sales Coach today; there is nothing to switch on. In the web app, open a contact, choose Sales Coach, and write under Visit notes on the appointment. On the iPhone, the rep opens Appointments, taps Notes on the visit card, reads, and writes back. Each appointment can hold as many notes as you need.
Why it matters
The details that make a visit go well are small and easy to lose: a gate code, who will be home, what the customer asked about last week.
BeforeContext lived in text threads, missed calls and voicemail. The rep had to search for it, or arrived without it.
NowThe office writes it on the appointment. The rep sees it on that visit's card, and replies there too.
Why that helpsReps walk in prepared, the office hears back without a phone call, and every note stays with the right visit.
Good uses: access details (gate codes, parking, pets), who will be at the appointment, products the customer asked about, and the rep's quick update after the visit.
Office: add a note to a visit
- Open the contact and choose Sales Coach in the left menu. Each upcoming appointment shows its rep, homeowner page, check-in address and arrival.
- Scroll to Visit notes on the appointment you want.
- Type in Add a note for this visit, then click Add note. You can also press ⌘ + Enter (Mac) or Ctrl + Enter (Windows).
- The note appears with your name and the time. To change or remove a note you wrote, click the ··· menu on it and choose Edit or Delete.
Assign the rep first. Notes reach the iPhone of the rep assigned to that visit. If the appointment has no rep yet, click Assign rep on the same card.
Rep: read and reply in the Sales Coach app
- Open Appointments and choose the day.
- On the visit card, under the address, you'll see Notes · 2 (the number of notes) with the newest note underneath. If there are none yet, it says Add a note.
- Tap it to open Visit notes. Every note on the visit is listed, oldest first, with who wrote it and when.
- To reply, type in Add a note at the bottom and tap the send arrow.
- To change or remove a note you wrote, swipe left on it and tap Edit or Delete. Notes from the office can be read but not changed.
- Tap Close. The count on the visit card updates.
Update the app. Visit notes need the latest Sales Coach app on the iPhone. If the visit card shows no Notes row, update the app, then pull down to refresh.
Visit notes on the contact's Notes tab
Visit notes also appear on the contact's Notes tab, tagged Visit with the appointment date, next to your other notes about that contact. On those rows, only the author can edit, and only the author, an owner or an admin can delete.
Who can do what
| Who | Add notes | Edit | Delete |
|---|---|---|---|
| Owners and admins | On any visit on the Sales Coach card | Their own notes | Any note, from the web app |
| Managers | On any visit on the Sales Coach card (managers see the card when location check-in is on) | Their own notes | Their own notes |
| The assigned rep | On visits assigned to them, in the iPhone app | Their own notes | Their own notes |
Good to know
- No alerts. Adding a note doesn't send a push notification or text. Open the visit to read new notes.
- Plain text, up to 2,000 characters. Line breaks are kept.
- The homeowner never sees visit notes. Notes are for your team only and never send a message to the customer.
- Deleting a note removes it from the visit and from the Notes tab. The appointment itself stays.
- Each note belongs to one appointment. A contact with several visits keeps a separate set of notes for each one.
Troubleshooting
| What you see | Why | Fix |
|---|---|---|
| No Notes row on the visit card | The app needs updating. | Update the Sales Coach app, then pull down to refresh Appointments. |
| "This visit is not assigned to you" | The rep isn't assigned to this appointment. | Ask the office to assign the rep on the contact's Sales Coach card. |
| A manager can't find the Sales Coach card | Managers see the card when location check-in is on for the workspace. | Ask an owner or admin to add the note, or contact our support team. |
| "Notes are limited to 2,000 characters" | The note is too long. | Shorten it, or split it into two notes. |
| A red message appears above the box on the iPhone | The note didn't save, often because of weak signal. | Your text is kept. Tap send again when you have signal. |
| "Too many visit notes. Try again in a minute." | Many notes were saved very quickly. | Wait a minute, then save again. |
Questions
Do we need to turn it on? No. Visit notes are part of Sales Coach today.
Can the rep see notes on other reps' visits? No. A rep sees and writes notes only on visits assigned to them.
Does the rep get notified when the office adds a note? Not yet. The note shows on the visit card the next time the rep opens or refreshes Appointments.
Can you help us get started? Yes. Contact our support team and we'll walk you through it.