Voice-first incident management for multi-site businesses. Record observations on the floor, let AI do the paperwork. Build a documented history you can rely on.
No forms. No typing. Just speak naturally and Nota handles the rest.
Open the app, tap record, and speak your observation. On the floor, in the kitchen, wherever you are.
Your voice is transcribed and analysed instantly. Nota categorises the observation, identifies staff and locations, and suggests tags.
Check the AI's work on a clean review screen. Edit anything with a tap. Confirm when you're happy.
Track progress, escalate via email, get acknowledgments, and close the loop. Every action is timestamped and attributed — building a clear record over time.
Nota is designed for busy managers who need to capture observations quickly, act on them, and build a reliable record over time. Hover over any feature to learn more.
Speak naturally while on the move. No need to stop, open a form, or type anything. Record and go.
AI assigns categories, suggests tags, identifies staff mentioned, and writes a summary. You just confirm or tweak.
Owners see everything. Managers see shared observations. Sensitive or confidential notes stay visible only to the right people.
Observations save to your phone instantly. Sync happens automatically when you're back online. Never lose a note.
Filter by location, category, staff, or date. Spot patterns, track trends, and export records when you need them.
Manage observations across all your locations from one app. Each manager sees what they need, owners get the full picture.
Email observations directly to staff with tracked delivery and acknowledgments. Every communication is documented on the record.
Instant alerts on iOS and Android. Your team knows about new observations and updates the moment they happen.
Every observation, comment, and action is timestamped and attributed. Build a clear, searchable history across people, locations, and time.
Nota works wherever managers walk the floor and need to capture what they see — from daily observations to the records that matter months later.
Restaurants, hotels, bars, cafes
Stores, chains, outlets
Aged care, clinics, facilities
Sites, safety, compliance
Schools, campuses, facilities
Plants, warehouses, QA
Nota's AI is not generic. It is configured with your business context, your staff, and your locations.
A description of your business shapes every AI response. The language, categories, and priorities adapt to your industry. Summaries are written in clear, professional language — consistent whether it's Monday morning or Friday night.
Tags build up over time and the AI reuses them consistently, keeping your data clean and queryable. No duplicates, no drift.
Staff names and locations are loaded into the AI context. It correctly identifies who and where is being discussed, even from informal speech and nicknames.
Everything you need to know, from your first recording to managing your whole team.
Install Nota from the Google Play Store or Apple App Store. Open it and enter the email address your administrator has registered for you.
You'll receive a 6-digit code by email. Enter it to verify your device. If this is a new device, your administrator may need to approve it first.
Tap the record button and speak naturally. Describe what you've observed — mention people, locations, and any details. Tap stop when you're done.
Nota's AI will transcribe your recording and suggest a category, tags, priority, and staff mentions. Review the details, adjust anything you need, and tap confirm to save.
See your own observations in "My Incidents" or browse all team observations in "All Incidents." Tap any observation to see its full details and timeline.
Open the Nota app and tap the record button on the main screen. Speak naturally — you don't need to use any special format or commands. Describe what you've observed, and mention any relevant people, locations, or details.
When you're finished, tap the button again to stop recording. Your audio is saved locally and sent for transcription.
After you stop recording, Nota sends your audio to an AI transcription service. The transcript is then analysed by a second AI layer that understands your business context. It will:
The review screen shows everything the AI has suggested. You can tap to edit any field — change the category, adjust the priority, add or remove tags, or edit the summary. Once you're happy, tap Confirm to save the observation.
If you want to change the privacy level, you can mark the observation as private so only users above your tier can see it.
If you don't have an internet connection, Nota saves your recording and observation data locally on your device. When connectivity returns, the app automatically syncs pending observations to the server.
You'll see a sync status indicator on observations that are waiting to upload.
The app has two main views: My Incidents shows observations you've recorded, and All Incidents shows everything visible at your access tier.
Use the filters to narrow down by category, location, priority, status, staff mentioned, tags, or date range. You can also search by keyword across summaries and transcripts.
Tap any observation to open its detail view. The timeline shows the full history — when it was created, any comments, status changes, and email activity.
You can add a comment, change the status (Open, In Progress, Actioned, or Dismissed), or close the observation when it's resolved. Every change is logged with your name and timestamp.
From the web dashboard, you can email an observation directly to staff members. The email includes the observation summary and a link for the recipient to respond.
Recipients can acknowledge with "Understood" or flag it as "Needs Discussion." Their response appears in the observation timeline and triggers a push notification back to you.
If an email goes unacknowledged, Nota sends an automatic reminder after 3 days. You can track delivery status, opens, and bounces from the timeline.
The web dashboard at notavoice.io gives you a bird's-eye view of all observations. At the top you'll see summary cards — open observations, new this period, closed, and overdue.
Below that, trend charts show observation volume over time. Breakdowns by category, location, staff, and tags help you spot patterns. Use the date range selector and location filter to focus your view.
The Ask feature lets you type a natural language question like "show me all urgent incidents mentioning Dave" and get an AI-generated narrative response with matching observations.
Nota sends push notifications to your phone for key events — new observations, updates, email acknowledgments, and status changes. Notifications work on both iOS and Android.
You can customise which notifications you receive in your Settings. Choose to receive alerts by push notification, email, or both, and select which event types matter to you.
From the web dashboard, go to Business Profile to configure your business name, type, and context description. The context description is important — it tells the AI about your business so it can make better categorisation and priority decisions.
For example, a restaurant group might describe their business as "a group of restaurants in Queenstown, NZ" — this helps the AI understand industry-specific language and priorities.
Go to Locations to add your business sites. Each location has a name, address, and unique code. Staff members can be assigned a primary location.
When a recording mentions a location by name, the AI will automatically match it. The dashboard and reports can be filtered by location to focus on individual sites.
Go to Categories to define the types of observations your team will record. Each category has a name and optional description — the description helps the AI assign the right category.
Examples might include: Maintenance, Health & Safety, Staff Performance, Customer Feedback, or Stock. You can reorder categories and toggle them active or inactive as needed.
Go to Staff to add your team members. Each person needs a name, email address, and tier (role level). You can also add nicknames — the AI uses these to match people mentioned in recordings.
The tier system controls access:
You can customise what each tier is called in Business Profile to match your business structure (e.g., "Duty Manager," "Supervisor," "Team Leader").
Need to add many staff at once? Use the bulk import feature to upload a CSV file with names, emails, and roles.
Nota uses passwordless login — staff enter their email and receive a 6-digit code. No passwords to remember or manage.
When a new device is used for the first time, it may require approval from an administrator. Each staff member can have multiple devices registered. Administrators can deactivate devices from the dashboard if needed.
Get in touch for a demo tailored to your business. See how voice-first observation management builds the operational clarity and documented history your team needs.
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