Overview
The Field Notes feature in OpenSpace enables you to quickly capture and document details about your project like observations, jobsite notes, and issues. With the AI Voice Notes feature, you can speak to fill in your Field Notes, as opposed to typing. Powered by AI, the tool transcribes your spoken words and intelligently completes Field Notes fields like description, tag, assignee, due date, and more—helping capture richer details in less time and with less manual effort. This automation makes jobsite workflows faster, especially in fast-paced or challenging environments.
Permissions
| Task | Viewer | Editor | Site Admin | Org Admin |
| AI Voice Notes | ✓ | ✓ | ✓ |
Prerequisites
- OpenSpace mobile app v 45.7 and above
- Microphone and Speech Recognition permissions enabled for the OpenSpace mobile app on your device
- Data connection (AI functionality relies on cloud-based audio transcription and AI-parsing to fill the Field Note fields)
How to create a Field Note using AI Voice Notes
- Open the OpenSpace mobile app and go to your project.
- Tap the blue + icon and select Field Note.
- Take a photo or choose one from your gallery.
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Tap the microphone (voice input) icon in the Field Note screen to begin speaking.
- The app will visually indicate it is listening.
- Speak freely about your observations such as description, status, tags, assignees, due dates, and watchers (e.g., “AC unit not connected, tag as HVAC, assign to John Smith, due Friday”).
- Tip: Don’t worry if you need to consider your words; the app will record until you press the send button.
- Press the send button when done.
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Review the AI-completed note fields:
- All Field Note fields will be auto-filled if recognized (description, tags, assignee, due date, status, watcher).
- If you want to add more information, press the microphone button again and use AI Voice Notes to make your updates.
- Manual editing is always available.
- Edit or add details manually as needed.
- Save the Field Note.
Managing assignees, tags, and statuses
- To ensure accuracy, preconfigure all relevant tags and statuses for your project before creating your Field Notes. AI Voice Notes will not add a status or tag if it doesn't match an existing one. You can configure statuses and tags in the Field Notes section of project settings.
- Before you can add a user as an Assignee through AI Voice Notes, that user needs to have logged in and filled out the new user form on the OpenSpace web app. The name they include in the form is what AI Voice Notes uses to match voice transcription to an assignee.
FAQ
Can I use AI Voice Notes if I don’t have a strong connection?
Yes, but AI Voice Notes might be a bit slower with a weak connection. You will not be able to use AI Voice Notes without a data connection—the app will notify you if you're offline.
How does tagging work?
Our AI can recognize and assign tags from your spoken input—but only if those tags exist in your project. Make sure your custom tags are set in Project Settings > Field Notes > Tags. Find more information in this Support article: Field Note Custom Tags.
How accurate is AI transcription?
Accuracy is generally high—OpenSpace uses a specialized transcription model to get the best possible accuracy. If you run into transcription issues, please let us know. We're always trying to make the transcription better.
Can I still use manual entry?
Yes, you can manually fill or edit any field anytime.
Will others’ conversations be picked up?
Nearby voices may sometimes be transcribed if picked up by the mic. Let us know if you experience issues with transcription because of construction noise. The transcription model that we use was built to correct some of these issues, but customer feedback will help us make it better.
Can I use AI Voice Notes on all projects?
As of now, AI Voice Notes is in open Beta for U.S.-based customers. Contact Support if you would like access or if you’re experiencing permissions issues. Beta access is available in some international server regions, but not all—contact Support if you have any questions.
Do I have to use a precise format when giving due dates?
You can speak in casual instructions like "set due date for a week from today" or “set the due date for next Thursday.” In the future, templates or defaults may become available to speed up repetitive entries like due dates. Please connect with the Support team to have your feature request logged.
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If you have any additional questions please reach out to the OpenSpace Support team at support@openspace.ai.
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