Inside of Spiro, the Agent Notes section within an agent's record allows you to store vital information to ensure smooth job production.
There are four specific types of notes you can utilize: Photographer Notes, Internal Notes, Task Notes, and Editor Notes. Adding details to these sections ensures that the right information gets to the appropriate team members at the right time.
How to Access and Edit Agent Notes
To view, add, or edit notes for a specific agent, follow these steps:
Navigate to Clients in the left-hand main menu.
Select Agents from the dropdown or submenu.
Click on the name of the specific agent you want to view or modify.
Scroll down the agent's record page and expand the white Agent Notes dialog box section.
Click the pencil icon next to the note type you wish to add or edit.
Once you have entered your information, be sure to click Save to apply the notes to the agent's record.
Types of Agent Notes
1. Photographer Notes
Where it displays: The Photographer Portal.
Who sees it: Photographers on-site.
How it works: These notes show up on every booking for that particular agent. They allow photographers to quickly click and view any specific agent preferences while out in the field.
When the Agent Instructions Link is clicked you will see a pop up with the notes:
2. Internal Notes
Where it displays: The Internal Notes dialog box on the Order Overview page, as well as on the listing/property website.
Who sees it: The Admin team.
How it works: These notes are visible to the admin team as soon as an order is placed.
Completion Notes: If a photographer leaves any notes on-site after a shoot (referred to as Completion Notes), they are automatically added to this area. The Internal Notes section acts as the central hub, always displaying the latest and most comprehensive notes about the job.
3. Task Notes & 4. Editor Notes
Where it displays: The Internal Notes section (via a pop-out window) on the Property Website Editor page.
Who sees it: Admins and Editors.
How it works: These notes appear after a job is complete, providing specific guidance or tasks for the editing and admin teams to finalize the project.
Example of Internal Notes Right Panel Pop out Window:
Production Notes vs. CRM Notes
It is important to remember that Photographer, Internal, Task, and Editor notes are specifically designed for job production—getting things scheduled correctly, communicating agent preferences, and guiding the editing process.
They are different from client management, sales, or CRM notes. If you are looking to touch base with your clients from a sales and retention standpoint, you will want to use the distinct note features inside Spiro’s CRM functionalities.