How do I use Note Capture in Apricot Mobile? (Bonterra Que)

Getting around the app

When you open Apricot Mobile, here’s what you’re looking at on the home screen:

• First dropdown (under your name) — switches between the Tier 1 forms your admin has enabled for mobile (participant profiles, staff folders, etc.)

• Second dropdown — switches between sites and programs, if you have access to more than one

• Record list — shows participants most recently edited in your selected site and program

Bottom navigation tabs:

Key actions:

Note: If your phone is in dark mode, the app will appear darker than the Apricot colors you’re used to on desktop. This is expected. Check your phone’s display settings if the appearance is unexpected.

How to access Note Capture

1. Open the Apricot Mobile app.

2. Log in with your same Apricot username and password you use on your computer.

   1. On your first login, the app will offer to set up biometric login (Face ID or fingerprint). If enabled, this means you don’t have to type your password every time you open the app.

3. Navigate to a participant record.

   1. Inside a participant record, you’ll see a Quick View section at the top with key fields at a glance — like name or date of birth. You can show or hide this panel. Your admin controls which fields appear there.

4. Tap the plus sign to add a new record. You’ll see two options:

   1. New Tier 2 Form — type through the form manually, field by field, section by section

      1. Note: Forms in Apricot Mobile are laid out specifically for small screens. Instead of one long scrolling form, the app guides you through the form section by section. You’ll see a progress indicator at the top (for example, “Section 1 of 2”) so you always know where you are.

   2. Note Capture — use your voice to fill out the form (see below)

Choose whichever method works best for you in the moment. You can use either option for any form that your admin has enabled for mobile.

How to use Note Capture

Note Capture is accessed from inside a participant record.

1. Tap the plus sign inside a participant record to add a new form.

2. Select Note Capture.

3. Choose the Tier 2 form you want to fill out (for example, a case note, progress note, or service form).

4. Before you record, tap the hyperlink that appears to preview the fields on that form. Use this as a reminder of what to cover in your note.

5. Tap the microphone button to start recording.

6. Speak your note naturally — you don’t need to name specific fields, just describe the interaction.

7. Tap Stop when you’re done.

8. (Optional) Tap Improve Note (the sparkle icon) to let Que refine informal phrasing into more professional language. You can keep or discard these changes.

9. Tap Process Fields. Que maps your voice note into the form, filling in dates, goal types, notes, and other fields based on what you said.

10. Review every field carefully. Edit any field that needs correction before saving.

    1. If a form has a signature field and your admin has enabled it for mobile, the participant can sign directly on your phone screen with their finger.

    2. If a form has an upload field, tap it to take a photo with your phone’s camera or pull an existing image from your photo library. This replaces the need for a third-party scanning app.

11. Tap Save. The form saves as a draft linked to the participant record.

How drafts work

Note Capture saves your completed form as a draft — it does not submit or finalize records from the mobile app. Here's what to know:

• Drafts are linked to the participant record. Once you save in the app, the draft is available both in the app and in Apricot desktop.

• You can continue a draft in the app. Open the Drafts tab at the bottom of the app, tap the draft, and pick up where you left off. Voice notes you’ve recorded but haven’t processed yet also appear here, listed separately from form drafts.

• You finalize on desktop. The draft-first workflow gives you a chance to review AI suggestions, make any edits, and confirm accuracy before anything is submitted.

• Drafts are excluded from reporting. A record only flows into reports once it’s published as a full record — when the draft banner is removed.

• The AI doesn't submit for you. Every suggestion is reviewed by you before saving. Nothing is auto-submitted.

Understanding your Note Capture results

Note Capture maps your spoken or typed input to form fields based on what you say and how your form is structured. A few things to keep in mind:

• It's a starting point, not a finished record. Review all suggestions before saving. Treat the draft as a first pass, not a final submission.

• It's labeled as AI-generated. Suggestions are clearly marked so you always know what you're looking at.

• You can edit any field manually. If a field doesn’t look right, tap to edit it directly before saving.

• The AI cannot follow a specific note format. If your organization uses a structured format, speak your note in that format. The field prompts visible before you record can help you remember what to include.

• Notes are saved as text, not audio. The app does not retain your voice recording after processing.

• You're in control. Note Capture doesn't make decisions or take action without your review. You decide what gets saved.

Troubleshooting

• The microphone isn’t working.

  • iPhone: If you can see the microphone icon in the app, dictation is already enabled. If tapping it does nothing, go to your phone’s Settings and search for “dictation” to turn it on.

  • Android: The microphone is in your keyboard settings, not the app. On Samsung devices, go to Samsung Keyboard settings and enable voice input. Once that’s on, the microphone icon will work in the app.

• I don’t see any forms or participants after logging in.
  • Log out and back in. Your admin may have recently enabled forms that haven’t loaded yet. To log out, tap Settings in the bottom navigation and select Log out.

What else do you need help with?

• What is Apricot Mobile and Note Capture? (Bonterra Que)

• How do I enable forms for Apricot Mobile? (Bonterra Que)

• Understanding Bonterra Que in Apricot