Overview
Notes are how your teams log observations, issues and information against a Location: a quick record of what's happening, kept alongside the rest of your operational data. A Note has a Title, a Type, a description and optional attachments.
The Note's Type decides what happens next: nothing, an approval step, or a new Assignment. This article covers creating, finding, approving, editing and deleting Notes. To set up the types and templates Notes use, see Setting up Note Types and Setting up note templates.
At a glance |
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Who can do this | Create: Users with access to the Note's Location. View, edit, approve and delete: Super Users, or a Role with the matching Notes permission. |
Where | Notes in RideOps and in the Backend |
Works on | RideOps, Backend (web). The Public API can read Notes. |
Availability | All organizations. The Notes menu appears once at least one Note Type exists. |
💡 Why this matters: A Note that needs follow-up stays Unhandled until someone approves it or resolves the Assignment it created, so nothing flagged quietly disappears.
What's in a Note
Field | What it's for |
Title | A short headline, shown in lists, on Dashboards and in exports. Required in the Backend. |
Type | The Note Type. It groups Notes and decides whether the Note needs approval or creates an Assignment. |
Location | The Location the Note is about. It decides who can see the Note. |
Description | The detail: what was observed, what happened or what needs attention. In the Backend it's labelled Description/Note. |
Attachments | Photos or files that add context, such as a picture of the issue. |
Create a Note
You can create a Note in RideOps or in the Backend, for any Location you have access to. In the Backend, the Notes menu needs Super User status or a Role with a Notes permission. The Mobaro mobile app can't create Notes.
In RideOps: open Notes for the Location and create a Note. Choose a Type, enter a Title and Description, use Attach media for photos, and tap Save. To start from a predefined Note, pick one under Templates.
In the Backend: go to Notes and click Create. In the Note Editor, enter the Title, choose the Location and Type, write the Description/Note, add any attachments and save.
The Note Type marked as Default is preselected. If your organization has Handover Notes, a Note can also require operators to acknowledge it in RideOps; see Handover notes.
What the Note Type does
When a Note is saved, its Type's Action applies:
No Action: the Note is logged.
Require Approval: the Note shows as Unhandled until someone with Notes › Approve approves it.
Trigger Assignment: Mobaro creates an Assignment at the Note's Location, named after the Note's Title, and links the two. The Note stays Unhandled until the Assignment is resolved. Reopening the Assignment makes the Note Unhandled again.
A Type with Send Notifications also notifies its Recipients who are members of the Note's Location. In the Backend Note Editor, you can also click Create Assignment to create one by hand.
⚠️ Heads-up: Attachments stay on the Note. They aren't copied to the Assignment the Note Type creates, so assignees won't see the photos on the Assignment itself.
Find and track Notes
In the Backend, Notes lists the Notes you can see. Search with Search for a note here..., and filter by created date, Note Type, Unhandled (Notes that need approval or have an Assignment, and aren't approved yet) or Include deleted.
You see Notes only at Locations you're a member of, directly or through a User Group or Location Group, unless you're a Super User. This applies even with Notes › View Notes in Backoffice. See How access works in Mobaro.
Activities: each Note keeps a history of who created, changed, approved or deleted it, and any Assignment it triggered.
Dashboards: show Notes with the Notes Widget.
Export: click Export note(s) › Export note summary, choose a period and time zone, and click Export.
Approve a Note
In Notes, select one or more Notes (up to 100 at a time) and click Approve. To undo an approval, select the Notes and click Reject Approval. Both need Notes › Approve. Notes linked to an Assignment can't be approved by hand: resolving the Assignment approves them.
Edit or delete a Note
To edit, select one Note, click Edit, make your changes and save. Editing needs Notes › Modify, even for your own Notes. Changes to the Title, Description, Location and Type are recorded in the Note's Activities.
To delete, select the Notes, click Delete, and enter a comment when asked. You can always delete Notes you created; deleting other people's Notes needs Notes › Delete. Deleted Notes stay visible with Include deleted, but can't be edited.
🛑 Critical: Deleting a Note can't be undone, and it also deletes the Assignment linked to the Note. The Note can't be restored or edited afterwards, so delete only Notes that were created by mistake.
Best practices
Write Titles you'd understand in a list a week later: Queue gate latch sticking, not Issue.
Use Note Types with Require Approval or Trigger Assignment for Notes that need follow-up, and check the Unhandled filter regularly.
Set up Note Templates for the Notes operators log most often in RideOps.
Give people access to Notes through Location membership, ideally via User Groups, rather than extra Role permissions.
Frequently asked questions
I gave a user View Notes, but they can't see all the notes. Why?
They only see Notes at Locations they're a member of, directly or through a User Group or Location Group. Notes › View Notes in Backoffice and Locations › View don't change that. Add the User or their User Group to the Locations. See How access works in Mobaro.
Where can I create notes? I can't find it in the Mobaro app.
In RideOps and in the Backend. The Mobaro mobile app can't create Notes. In RideOps, open Notes for the Location; in the Backend, go to Notes and click Create.
Photos on a note aren't attached to the assignment it created. Is that right?
Yes. When a Note Type triggers an Assignment, the Assignment gets the Note's Title, Description and Location, but not its attachments. The photos stay on the Note, and the Assignment is linked to it.
How do I change the note types or the default note options in RideOps?
Note Types and Note Templates are set up in Configuration › RideOps. The Note Type decides approval, Assignments and notifications, and which type is preselected. See Setting up Note Types and Setting up note templates.
A user without Notes › Delete can still delete their own notes. Is that correct?
Yes. Users can always delete Notes they created. Notes › Delete lets them delete other people's Notes too. See Role permissions reference.
How do I export notes?
In the Backend, go to Notes, click Export note(s) and choose Export note summary. Pick the period and the time zone for the dates in the file, then click Export.