Overview
Note Capture is a skill in Bonterra Que. For an overview of Que, how it works, and available skills, see Understanding Bonterra Que in Apricot.
Note Capture will be available in Apricot Mobile, a dedicated app for iPhone and Android designed for field-based work. After an interaction with a participant, you can speak your notes directly in the app. Note Capture transcribes your input and maps it into the right fields in your Apricot form — so documentation happens in the moment, not hours later at a desk.
Note Capture is currently in beta, available to U.S.-based Apricot organizations. Soon, you’ll be able to download Apricot Mobile from the App Store (iPhone) or or Google Play (Android).
Important: Note Capture works inside existing participant records only. It is not currently available when creating a brand-new participant record from the home screen.
What does Note Capture do?
When you use Note Capture, you speak or type a note describing your interaction with a participant. Que transcribes your input, structures it, and suggests how that content maps to fields in your Apricot form.
Before you record, you can preview the fields on the form — use this as a quick reference for what to cover in your note. You don’t need to name specific fields while you speak. Just describe what happened.
After processing, you review every suggestion before anything is saved. The form is then saved as a draft in Apricot for review and finalization on desktop. Nothing is submitted automatically.
When is it helpful?
Note Capture is designed for the moments when documentation has to happen in the field:
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On-site visits — Capture notes right after a client interaction at a shelter, home, or community location, while details are still fresh
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Back-to-back fieldwork — Log brief updates across multiple participants without falling behind on documentation
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High-documentation roles — Reduce the burden of manual data entry for case managers and outreach workers who spend most of their day away from a desk
Data privacy and security
Data privacy is a top priority in case management. Here's how Note Capture handles participant data:
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Voice transcription is transient. Audio and transcribed text are not stored or retained by the AI after the session.
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Participant data is never used to train AI models. Data is used only to generate your note mapping in the moment.
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The AI does not take action. Note Capture maps and suggests — it doesn't submit records, flag risk, or make decisions.
What Note Capture does not do
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It does not submit or finalize records — drafts must be reviewed in Apricot desktop
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It does not work offline — an active internet connection (Wi-Fi or cellular) is required
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It does not allow you to archive or delete records from the mobile app — those actions must be done in Apricot desktop
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It does not support guest user access
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It is not available when creating a brand-new participant from the home screen — only inside existing participant records
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It is not a replacement for Apricot desktop
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It is not available outside the United States in this beta
Frequently asked questions
Who can use Note Capture?
Note Capture is available to U.S.-based Apricot organizations during the beta. It will soon be available to download from the App Store or Google Play.
Do I have to use it?
No. You choose when to use Note Capture. Nothing is recorded or transcribed until you initiate it.
Can I type through a form instead of using my voice?
Yes. When you tap the plus sign inside a participant record, you can select New Tier 2 Form to type through the form manually, field by field. Note Capture is one option — not a requirement.
What if the suggestions don't look right?
Tap any field to edit it directly. The draft is a starting point — always review suggestions carefully before finalizing on desktop.
Is Note Capture free?
Yes, during the open beta, full access is free for all U.S.-based users. When Note Capture moves to general availability, full access will require a paid add-on.
How is this different from the current mobile view of Apricot?
Apricot Mobile is a dedicated, purpose-built app — it's a separate experience from viewing Apricot in a mobile browser. It’s designed specifically for field-based work and small screens, with forms that move section by section rather than scrolling.
Known gaps (open beta)
These are areas in active development.
| Area | Status |
|---|---|
| Note Capture not available for new Tier 1 records | Can only be accessed inside an existing participant record |
| No admin features in the app | Intentional for this version — form management, user admin, and org settings are desktop-only |
| Offline mode not available | An active internet connection (Wi-Fi or cellular) is required |
| Caseloads tab won’t appear for all users | Only shows if your org uses the caseloads feature in Apricot |
| Dynamic dropdown fields are read-only on mobile | Known issue, on the roadmap |
| Secure fields are blank on mobile | Fix in progress — users with permission to see secure fields will be able to access them once resolved |