Surveys

The Survey module provides a flexible data collection platform with two input modes: voice-first for hands-free field work and form-based for traditional data entry. Field technicians can complete structured surveys using natural conversation with an AI assistant or via a responsive web form.

How HAMI Voice works

How HAMI Voice Works

Every survey goes through three steps: template, survey, report.

Template. The blueprint for a survey: its sections, questions and photos. An admin builds it on the web, under Survey Templates, then chooses Publish. Published templates reach the phones.
Survey. One visit that fills a template in. A field tech does it on a phone, in the app or the phone's browser: Surveys, +, Create Survey, then Start Survey Chat to talk or Fill Out Form to type, then Complete Survey. It can also be filled in on the web under Surveys.
Report. The document a completed survey produces, such as a PDF for your client. On the phone, open the survey and choose View designed report. On the web, open the survey's page and use Reports & printing. If the template has no report design, the phone shows View data sheet instead.

If you're the admin setting this up, follow Your First Week.

Context in the Services Hierarchy

Surveys are part of the broader Services workflow. A Survey can optionally be linked to a Job Line (which belongs to a Service Job) or to a Maintenance Job (which contains allocated rental assets). When linked to a job line, job metadata (title, assignee, dates, reference) can automatically pre-populate survey fields. When linked to a maintenance job, repeatable group instances can be auto-created for each allocated asset.

Surveys can also be used standalone — without any parent — for ad-hoc data collection.

Who Uses Surveys?

Field Technicians

HVAC inspections and equipment audits
Site surveys and compliance checks
Hands-free data collection during installations/repairs

Template Builders (Administrators)

Create and configure survey templates
Set up PDF report mappings
Manage field validation and conditional logic

Managers

Track completion rates and survey progress
Review completed surveys and generate reports
Export data for analysis

Key Concepts

Concept	Description
Survey Template	A reusable definition of the survey structure with field groups and fields
Survey	An instance of a template being completed by a user
Field Group	A logical grouping of related fields (e.g., "Equipment Details", "Measurements")
Field	An individual data point to collect (text, number, select, etc.)
Sheet	A drawing, plan or photo attached to a survey that observations can be pinned on
Pin	A marker on a sheet saying where an observation is

Input Modes

Voice-First Mode

Built for harsh field conditions where typing is impractical (gloves, ladders, tight spaces):

Speak naturally - the AI extracts data from your conversation
Hands-free operation with audio feedback
Multi-field input in a single utterance
Reference images displayed by AI when relevant

Learn more about the Voice Assistant →

Form Mode

Traditional data entry for office-based work or when voice isn't practical:

Fill out fields directly in a responsive form
Auto-save prevents data loss
Works on any device with a browser
Attach drawings and place location pins on them (mobile app)
Enter a batch of like items one test at a time, in a grid on the web or item by item on the phone
Mark up photos with arrows, shapes and freehand drawing, on the phone or the web

Both modes can be used interchangeably during a single survey.

Form mode: when voice isn't right

Survey Lifecycle

1. Create Template    →  Admin defines fields, groups, and validation
2. Start Survey       →  User begins a new survey from a template
3. Collect Data       →  User completes fields via voice or form
4. Review & Complete  →  User reviews data and marks survey complete
5. Generate Findings  →  System auto-scans for non-conformances (if configured)
6. Generate Report    →  System populates PDF with survey data

Finish and submit

Features at a Glance

Feature	Description	Learn More
Voice Assistant	AI-powered hands-free data collection	Voice Assistant
Voice Note Extraction	Record voice notes in form mode, AI auto-fills fields	Mobile App
Survey Templates	Configure fields, validation, and conditional logic	Templates
PDF Reports	Auto-populate PDF forms with survey data	PDF Reports
Survey Findings	Track non-conformances and deficiencies from inspections	Survey Findings
Drawings & Pins	Pin each observation onto a drawing; the report shows numbered markers	Drawings & Pins
Mobile App	Native app with offline support	Mobile App

Reviewing What the Assistant Did

The Audit trail page shows what happened in a voice session, turn by turn. Use it to check what the assistant heard, what it changed, and why a field holds the value it does.

To open it: open the survey and, under Voice Audio in the side panel, click Audit trail. The Voice Audio section only appears for surveys that have voice recordings. Anyone signed in to your organisation can open the page.

The page is titled Survey Audit. It lists one entry per voice turn, in order:

The recording and transcript. Play the audio and read what was said.
The fields changed. Each field the assistant set, with the old value (Was) and the new one (Set to). If someone edited the field afterwards, the entry also shows Currently with the later value.
Manual edits. Changes made by hand between voice turns appear as their own entries, labelled Manual edit.

Hiding Echo

Sometimes the microphone picks up the assistant's own voice. The page marks those clips as echo and keeps them in the list. Click Hide echo-filtered to remove them, leaving only real turns. The button shows how many it will hide, and reads Showing real turns only while active. Click it again to bring them back. It only appears when the survey has echo clips.

Deleting the Audio

To remove the recordings, click Delete audio at the top of the Survey Audit page, or Delete voice audio under Voice Audio on the survey page. Confirm in the dialog (Delete survey audio?).

The audio files are deleted permanently. You can't undo it.
Transcripts and the record of field changes stay.
Cleared clips then show Audio deleted.

The button on the survey page needs permission to edit the survey. It only appears while audio is stored.

Survey Actions

At the bottom of the survey page, under Reset survey, are two more actions:

Archive hides the survey from the default surveys list. Confirm in the Archive survey? dialog.
Unarchive appears in its place on an archived survey. It restores the survey to its previous status and returns it to the default list. To find an archived survey, view inactive records.

Both need permission to edit the survey.

Getting Started

For Field Technicians:

Open an assigned survey or start a new survey from a template
Choose voice mode (microphone button) or form mode
Complete all required fields
Mark the survey as complete
Generate a PDF report if needed

For Administrators:

Create a survey template with the required fields
Add conditional logic and validation rules
Upload PDF templates and configure field mappings
Assign surveys to team members