Add Internal AI Notes and AI Summaries in vcita

Take control of your business documentation by learning how to use notes to capture client details and generate instant summaries.

The platform offers a modern way to record what happens during site visits, appointments, and client interactions. Instead of managing scattered text, notes act like a smart assistant that listens to your voice and summarizes long stories into short, actionable points.

Add internal notes to client cards, payments, and appointments to keep important details in one place. Notes are only visible to your team and can help with staying organized.

Understanding AI Notes

Think of the notes feature as a digital translator. When you are busy working in the field, you might not have time to type a long report. This feature allows you to speak your thoughts, turns those words into text, and then writes a short version so you do not have to re-read the whole thing later.

This helps business owners and staff stay organized without extra work. It turns raw information into a "context bank" that helps the platform suggest the best next steps for your clients.

Key Features

The platform provides several tools to make notes useful for daily operations.

Voice Capture (Speech-to-Text)

For staff who are always on the move, typing on a small screen is difficult. You can record a note by speaking. The platform processes your voice and provides an editable transcript.

To record a note using your voice:

1. Open the platform.
2. Click Clients.
3. Search and click or add a new client.
4. Click on Add Note from a client card.
5. Type or click the Microphone icon to begin the voice capture.
6. Speak clearly into your device to describe the interaction or site visit.
7. Tap the Stop icon when you are finished speaking.
8. Review the generated transcript in the text area.
9. Manually edit the text if any corrections are needed.
10. Click Save to store the note and generate the AI summary.

AI Note Summaries

Every time you save a note that meets the minimum length requirement, the platform generates a clear summary. If you change the content of the note later, the summary updates automatically to stay in sync. These summaries highlight:

• Key dates and events.
• Important follow-up actions.
• The general "gist" of the interaction.

Layout and Previews

You can find notes on client cards, recent note sections, and specific pages for appointments or payments. The preview design allows you to scan through your history quickly to find the information you need without opening every single file.

Add a Note to a Client Card

To add a note to a client card:

1. Open the platform.
2. Click Clients.
3. Select a client.
4. Click the Notes tab.
5. Click the Add Note button.
6. Type in the details of your note.
7. Click Save.

Add a Note to a Payment

To add a note to a payment:

1. Open the platform.
2. Click Sales.
3. Click Payments Received.
4. Click on a payment.
5. Under "Internal Note", click Add Note.
6. Type in the details of your note.
7. Click Save.

Add a Note to an Appointment

To add a note to an appointment:

1. Open the platform.
2. Click Calendar.
3. Click an appointment.
4. Under "Internal Note", click Add Note.
5. Type in the details of your note.
6. Click Save.

Edit or Remove a Note

To edit or remove a note:

1. Hover over the note.
2. Click the More Options icon.
3. Select either View/Edit or Remove.
4. Click Save for edits or OK to confirm removal.

View Team Notes

To view notes added by your team, you’ll need the right permission enabled. Once that’s set, you’ll be able to see any notes your team have added.

To view team notes:

1. Open the platform.
2. Click Settings.
3. Click Roles & Permissions.
4. Click the role to edit.
5. Under the "Clients" dropdown, check the Access all client activities box.
6. Click Save.

Disabling AI Note Features

You can turn off the AI notes feature through your account settings.

1. Open the platform.
2. Click Settings.
3. Click BizAI.
4. Click Note Summaries.
5. Toggle the Note Summaries off.

Frequently Asked Questions

Q: What happens if I edit a note after the summary is created?

The platform regenerates the summary automatically to ensure the description and to-do list stay in sync with your new changes.

Q: Can I use my voice to create notes while I am traveling between jobs?

Yes, the speech-to-text feature is specifically designed for on-the-go documentation so you can capture site visits without work interruptions. You can record up to a 3 minute voice note.

Q: Where can I see the note summaries?

You can view summaries in the edit modal, on the "Notes" tab of a client card, and in note previews on appointment or payment pages.

Q: Does every note get a summary?

The platform requires a minimum note length to generate a summary, ensuring there is enough information to create a helpful highlight.

Q: Can I change the text after I use the voice recording feature?

Yes, once the platform finishes processing your speech, it provides an editable transcript that you can review and tweak before saving.

Q: How do I turn off the AI summary feature?

You can disable this in your settings under BizAI. Please keep in mind that disabling summaries will also remove the voice capture feature.