Submitter Notes

Allow or require submitters to add text notes with their photo submissions.

Overview

Submitter Notes let customers provide additional context with their photos:

• Damage descriptions
• Condition observations
• Reference numbers
• Special instructions
• Comments or feedback

Notes can be optional (enabled but not required) or mandatory (must be filled to submit).

Professional Plan Required

Submitter Notes is available on Professional and Enterprise plans only.

How It Works

1. Enable notes: Turn on notes when creating/editing a request
2. Configure options: Set label, required status, character limit
3. Submitter writes: Notes field appears after photo upload
4. View notes: Notes are visible in dashboard and reports

Enabling Submitter Notes

One-time Requests

In the request creation wizard (Step 3: Options):

1. Open Submitter Notes section
2. Toggle Enable notes to ON
3. Configure options:
   • Notes required: Make notes mandatory
   • Notes label: Custom field label
   • Maximum length: Character limit

Permanent Links

When creating or editing a Permanent Link:

1. Open Submitter Notes section
2. Toggle Enable notes to ON
3. Configure the same options

Configuration Options

Option	Description	Default
Enable Notes	Show notes field	Off
Notes Required	Must fill to submit	Off
Notes Label	Custom field label	"Notes"
Maximum Length	Character limit	1000

Notes Label

Customize the label to match your use case:

Use Case	Suggested Label
Vehicle inspection	"Describe any damage observed"
Delivery	"Delivery notes or issues"
Property	"Condition description"
General	"Additional comments"

Maximum Length

Set a character limit between 50 and 5000 characters:

Length	Best For
50-100	Short codes or references
200-500	Brief descriptions
500-1000	Detailed observations
1000-5000	Comprehensive reports

Submitter Experience

Optional Notes

When notes are enabled but not required:

1. Photo upload: Take/upload all required photos
2. Notes screen: See notes field with optional indicator
3. Skip or fill: Can submit with or without notes
4. Submit: Complete the submission

Required Notes

When notes are mandatory:

1. Photo upload: Take/upload all required photos
2. Notes screen: See notes field with required indicator
3. Must fill: Cannot proceed without entering notes
4. Character count: Shows remaining characters
5. Submit: Complete only when notes are filled

Visual Indicators

Submitters see:

• Custom label you defined
• Required/optional badge
• Character counter (current/maximum)
• Error message if required but empty

Viewing Notes

Dashboard

In the request/submission detail:

• Notes appear in their own section
• Full text visible
• Timestamp of submission
• Associated photos shown above

PDF Reports

Generated reports include:

• Notes section after photos
• Full text preserved
• Clearly labeled
• Associated with the submission

Exports

Notes are included in:

• PDF reports
• API responses
• Webhook payloads
• Data exports

Use Cases

Vehicle Inspections

Label: "Describe any damage or issues observed"
Required: Yes
Max length: 1000

Captures: Scratches, dents, mechanical issues, odometer reading.

Delivery Confirmation

Label: "Delivery notes"
Required: No
Max length: 500

Captures: Recipient name, delivery location, special instructions followed.

Property Documentation

Label: "Condition report for this area"
Required: Yes
Max length: 2000

Captures: Room condition, maintenance needs, tenant observations.

Insurance Claims

Label: "Detailed damage description"
Required: Yes
Max length: 3000

Captures: What happened, when it occurred, extent of damage.

Best Practices

Clear Labels

Write descriptive labels that tell submitters exactly what to write:

Good ✓	Poor ✗
"Describe any visible damage"	"Notes"
"Enter your booking reference"	"Reference"
"List items in the package"	"Comments"

Appropriate Length

Match the limit to your needs:

• Don't set 5000 when 200 is enough
• Don't set 50 when detailed notes are needed
• Consider mobile typing experience

Required vs Optional

Make required when:

• Notes are essential for processing
• Missing notes cause follow-up work
• Regulatory/compliance reasons
• Quality control requirements

Make optional when:

• Notes are "nice to have"
• Most submissions don't need notes
• Speed of submission matters
• Unusual situations only

Placeholder Text

In your request description, provide examples:

In the notes field, please include:
- Your order number
- Any damage observed
- Name of person receiving delivery

Technical Details

Character Counting

• Real-time character counter shown
• Prevents exceeding maximum
• Counts all characters including spaces
• Emoji count as 2 characters

Text Formatting

• Plain text only
• No HTML or markdown
• Line breaks preserved
• Special characters allowed

Storage

• Notes stored with submission
• Searchable in dashboard
• Included in all exports
• Retained with photos

Plan Availability

Plan	Submitter Notes
Free	❌ Not available
Starter	❌ Not available
Professional	✅ Available
Enterprise	✅ Available

Upgrade your plan →

Related Features

• One-time Requests - Configure notes on creation
• Permanent Links - Edit notes settings
• GPS Location - Additional requirements
• PDF Reports - Include notes in exports
• Photo Slots - Per-photo instructions