HelpRun the queueVisit notes

Visit notes

A visit has a running list of notes. Nobody overwrites anybody — each person adds a line, and every line says who wrote it and when.

Everyone Where: Queue → a visitor → Add note 2 min read

Quick answer. Select a visitor on the Queue and press Add note, or press the small note count on their row. The Notes window shows everything the team has written, newest first. Type a line and press Add note.

Example A visitor tells the front desk she is allergic to latex. Priya adds “Latex allergy — use nitrile gloves.” An hour later Ben’s counter is the one that calls her. Before he starts he opens Notes and reads Priya’s line, with her name and the time. He adds “Gloves swapped” beneath it.

Opening the Notes window

Select the visitor on the Queue.
Press Add note in the action tiles, or press the note count on the visitor’s row. The row shows how many notes there are — “2 notes” — and the latest one, for example latest: “Latex allergy”. The count button says “See all notes or add one”.
Type in the Note box and press Add note. The window stays open: your note goes to the top of the list and the box clears, so a second thought is one more line. Ctrl or Cmd + Enter adds it too.

The window is titled Notes for A9 · Priya and says: “Private to your team — never shown to the visitor. Deleted with the visit.”

What the list shows

Entry	What it means
Priya · 14:05	A note a team member wrote, with their name and the time. Today’s notes show only the time; older ones show the date too, for example “9 Oct, 14:05”. It is in your location’s clock.
From the visitor · 14:00	What the visitor typed on the join form. If they typed it when making an appointment it reads “From the visitor when making the appointment”. Staff cannot remove it.
Earlier note	A note written before names were kept.
A note was removed by Maya at 14:05	Someone removed a note. The words are gone, but the line stays so the record is honest.
No notes yet.	Nobody has written anything.

Changing your mind

Nobody can edit anybody’s words. To correct something, add a new line.
You can Remove your own note. A manager of the visit’s location, and the owner, can remove any staff note.
Removing asks Remove this note? — “The words are deleted. The list keeps a line saying who removed it and when.” Confirm to remove.
The visitor’s own words cannot be removed by staff.

Where notes go

Notes belong to the visit, not to a ticket, so they follow a visitor to their next stop on a multi-stop visit and to a line you transfer them to.
They are for the team only — never shown on the tracking page, the lobby TV or any message.
They are deleted with the visit, like the rest of the visitor’s details.
A note can be up to 2,000 letters, and a visit takes up to 200 notes.
The note text is never written to the Activity log — only that a note was added or removed.

Common questions

Question	Answer
Does a second note replace the first?	No. Notes are a list, and every note is kept.
Can the visitor see the notes?	No. Only the team that serves them.
Who sees the notes after a transfer?	Whoever serves the visitor next, in the other line too.