Read a showroom visit report (Smart Notes)

How the summary of a recorded showroom visit (the Smart Notes) appears on the appointment, what is in it, how to listen to the key moments, and what it leaves out on purpose.

Where: web · Who can use it: Staff with the visit recording and summary rights for the appointment. Anyone who records a visit sees their own recordings; the summary and the transcript need their own rights. The recorder is switched on for specific people only, so this article's steps may not apply to your login.

Screens may differ slightly from what you see.

What it is for

When a showroom visit is recorded with the IBIOS recorder, IBIOS writes a showroom visit report from it. The report is the Smart Notes: a short summary of what was agreed, what the customer wants and what happens next, so the next person does not have to listen to the whole visit.

The report sits on the appointment. You read it, check the parts that matter, then act on it.

Who can use it

• If you cannot record a visit, the report will not appear for you.
• Seeing the report: you need the visit summary right to see every recording on an appointment. With only the record right, you see the recordings you made yourself.
• Seeing the transcript: a separate right, the view-transcript right. Without it, the transcript section is not shown.
• Customer mood and coaching: these are never sent by the server, so they never appear in a report.

How to use it

Find the report

1. Open the calendar and click the appointment. The appointment drawer opens.
2. If the visit was recorded, a section titled Visit recording appears.
3. Click the recording to open the Showroom visit report.

If you do not see the section, either the visit was not recorded, or your login cannot see the recordings. Ask the person who ran the visit.

Read the report

The report has these parts:

• Overview: a short paragraph on the visit.
• Key points: the main things said. Each one has a time, for example 04:12, so you can find it in the recording.
• Decisions: anything agreed.
• Actions: things that need doing after the visit. Check each one against the recording before you act on it.
• Next steps: what happens next with the customer.
• Key moments: a list of the points that matter most, each with a time you can jump to.

Listen to a key moment

1. Click a time, or click a key moment.
2. The small player jumps to that point in the recording.
3. Use the transcript, if your login can see it, to read the same point in text.

Act on the report

Do not act on the summary alone for anything that changes a price, a date or a customer detail. Check the point in the recording first, then make the change on the quote or the job.

Tips

• Read Decisions and Actions first. They are the parts most likely to change what you do next.
• Use the times on the key points. A summary can be right in general and wrong on one figure.
• If the customer asked you not to record, do not use the report. Tell a manager.

Things to know

• The report is written from the recording by AI. It can miss a point or put a point in the wrong place. The times let you check it.
• Recordings and transcripts are kept for the retention periods the company has set. Ask a manager if you need one kept longer or removed sooner.
• The report does not include a judgement of the customer's mood, and it does not include staff coaching.
• Recording a visit needs the customer to have been told it is recorded. The recorder asks for that before it starts.

Related articles

• Find and manage jobs
• Read the GoHighLevel showroom briefing
• Work with a quote