A service report documents for your customer what was done on a visit — with checklist, photos and notes as a PDF. HansaChat proposes photos and notes from the site chat; you decide what goes into the report.
Requirements
- Service reports are part of the Message triage add-on (29 € per month). They are included in the trial month — see Trial month and billing.
- The site's supervisor and administrators can create and download service reports. Cleaners do not see service reports.
- Without the add-on, administrators see the notice Available with the message triage building block. on the visit.
What is proposed
Open a visit. At the bottom, the Service report section shows these proposals:
- Task photos taken while working through the checklist.
- Photos from the site chat that the responsible person, or someone who worked on the checklist, sent during the visit window.
- Notes from the site chat by the same people during the visit window, when the AI recognised them as work-related (AI: work evidence).
The visit window runs from 30 minutes before the visit started until two hours after it was submitted. If the visit was started later than planned, posts count from 30 minutes before the planned start — whoever takes photos first and taps Start visit afterwards loses none. If the visit was never started, the whole service day counts. If you plan yourself and post the photos yourself, your posts count like those of any other responsible person. Announcement channels and voice messages are not considered.
Messages recognised as not work-related are hidden and cannot be included — even if they contain a photo. The report states how many messages were hidden.
What the AI receives
To check whether a note is work-related, the AI model receives only the message text (at most 600 characters) and the generic role "employee". Names, file names and images are never sent. Photos without text are proposed without the AI.
If the text check is unavailable, the report shows The text check was unavailable: only photos are proposed. You can include notes yourself. The check is retried the next time the report is opened.
Assemble the report
- Tick or untick Include in report for each proposal.
- Add from site channel lets you pick further messages from the visit day — also from other people and outside the visit window.
- Optional: write a few sentences for the customer under Summary.
- Click Finalize report. HansaChat creates an unchangeable PDF version.
Download PDF downloads the PDF, which you send to your customer yourself, for example by email. There is no sharing link for customers.
New version
A finalized report can no longer be changed. New version reopens it as a draft; change the selection and finalize it again. All earlier versions stay available under Issued versions with date, person and PDF.
What the PDF contains
- Company, site with address, customer and date
- Planned time with service window and the actual time from start to submission
- People involved, checklist and the state of the visit
- Every checklist step with its outcome, note or reason and the person who did it
- Photos with time, person and text
- Notes from the site chat; translated notes with the original below
- Reported issues and the summary
- Creation time and version number
The PDF is in German when the workspace's default language is German, otherwise in English. Cancelled visits have no service report.
Reports for a period
On the site, the Service reports tab lists all finalized reports of a period:
- Choose From and To — at most 62 days. The last 30 days are preselected.
- Click Show for the list, or Combined PDF.
The combined PDF contains an overview of every visit in the period and, for each finalized report, its photos, notes and summary. It always uses the latest finalized version; drafts never appear. If not every photo fits (at most 120), HansaChat says so — the individual reports always contain all photos.
Retention
The PDF versions of finalized reports are not deleted automatically. The included photos are part of the PDF.