Hello - Any idea on how to handle aggregating information/notes from techs across multiple appointments? We have situations where one tech may go the first day on one appointment and then two days later a different tech would go on a different appointment (to the same place) and needs to be able to see the notes/information that the first tech did?
Answer
Aggregate info from multiple appointments
Best answer by vdiaz
Great question—this is a common scenario in service-based organizations, and there is no evident out of the box solution for this.
Some ideas:
1. Use the Service Order as the Central Hub
Appointments are tied to a Service Order, and techs working on separate appointments (even on different days) could see and contribute to the Service Order notes. Here's how to make the most of that:
-
Instruct techs to record summary or critical notes in the service order
-
Appointment notes are isolated, but Service Order notes are copied to the appointment when an appointment is created from the service order.
-
One limitation of this is that if the techs use the mobile app, there is a limited version of the service order on the mobile app.
2. Shared Custom Fields or User-Defined Fields (UDFs)
If your process needs structured input (like checklists, observations, or metrics), you can:
-
Add custom fields to the Service Order.
-
These fields coould be made visible on the Mobile version of the appointment with a simple customization.
-
Train techs to update those fields from any appointment they are working on.
3. Automation: try to use business events to notify the next assigned tech when new notes are added.
I hope this helps.
+2Great question—this is a common scenario in service-based organizations, and there is no evident out of the box solution for this.
Some ideas:
1. Use the Service Order as the Central Hub
Appointments are tied to a Service Order, and techs working on separate appointments (even on different days) could see and contribute to the Service Order notes. Here's how to make the most of that:
-
Instruct techs to record summary or critical notes in the service order
-
Appointment notes are isolated, but Service Order notes are copied to the appointment when an appointment is created from the service order.
-
One limitation of this is that if the techs use the mobile app, there is a limited version of the service order on the mobile app.
2. Shared Custom Fields or User-Defined Fields (UDFs)
If your process needs structured input (like checklists, observations, or metrics), you can:
-
Add custom fields to the Service Order.
-
These fields coould be made visible on the Mobile version of the appointment with a simple customization.
-
Train techs to update those fields from any appointment they are working on.
3. Automation: try to use business events to notify the next assigned tech when new notes are added.
I hope this helps.
Valentina
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