4. Create & Update Records

Creating Records is a snap. For example, Ward slipped and spilled his drink, and popcorn, all over the concourse above Section 107.

To create a Record → and track the status of Ward's colossal spill:

  1. Click the +Orange Create Record button

  2. Pick your Form → ex. Issue

    • Related Forms → Forms related to the active Dashboard appear at the top of the Create Record panel for snappy access → ex. the Dashboard is composed of both Event and Issue Records
    • Other Forms → other potential Forms appear in a list just below the primary Forms where they can all be opened quickly → ex. Found Item, Patrol, Work Order...

Shortcut Forms

  • Shortcuts → to save time on repetitive incidents, Shortcuts can be added → ex. Guest Services, Report Wet Spill

Complete your Form

  1. Fill in your Form (See Try the Super-Quick Selection Menus below)

  1. To save, click:

    • A. Create → Save and leave the Record open to review
    • B. Create + → 'Create & Start Another' Record immediately (Recommended)
    • C. Cancel → Return without saving a Record

Try the Super-Quick Selection Menus

  • You may have hundreds of Locations and long lists of Issues. To select quickly, simply enter a few letters or numbers →
    • w for "Wet Spill"
    • C or cl for "Club Section"
    • 7 for 'Section 107'
    • s7 also for 'Section 107'
  • Everything matching the letters and numbers will pop up in the blink of an eye. Simply pick from the list!

Create Records from Chats

  • Click the + Orange icon in the Chat → then click Auto-Fill from Message
  • Complete steps found in AI Chat Records section of our Chat article.

Create Records from SMS Messages

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Save time with Shortcuts!

Shortcuts are customized, pre-populated templates. With Shortcuts, you can pre-select default Values and hide unnecessary Fields.

  1. Click the +Orange Create Record icon

  2. Pick your Form → ex. Issue

  3. Choose a Shortcut from the Create Record view → ex. Wheelchair Request

  4. The Shortcut Form will be partially completed! Finish and hit Create!

Create all the Shortcuts you like!

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Update Records

  1. Click open any Record from your Records Table

  2. In the Edit Record view, update your record → ex. change the Issue Status to Dispatched

  3. Select X to Close

Delete a Record

Why can't I delete Records or Events?

  • You may be restricted from deleting Records (even duplicate Events) for several reasons:

    • Role Permissions → your User Role may not include the ability to delete Records or Events
    • Best Practice → deletion is often limited to Admins to prevent the accidental or malicious removal of sensitive data
    • What to Do → if the Ellipsis (... Delete Record) option is missing, consult your Admin

To delete a Record:

  1. Open the Record → in the Edit Record view

  2. Select the Ellipsis (...) at the top of the Record → and then click Delete Record

  3. Press the red Delete button to confirm

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Add Comments to a Record's Metadata

The Comments feature is available on every Form. Each Comment becomes part of the Record Metadata section — appearing next to the Activity Log. While the Activity Log is generated automatically by the SwitchBase platform, Comments are left in your hands.

Simply tap to switch between the Comments (left tab) and your Activity Log (right tab).

About Metadata

  • Metadata is recorded automatically and includes:
    • Created At → ex. May 1, 12:06 PM
    • Activity Log → for all non-Event Records

To add a Comment to an existing Record:

  1. Click any Record → and open it in the Edit Record view

  2. Scroll to the bottom of the Record

  3. Enter your thoughts

  4. Click the Comment button → to add your insights to the record

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4. Create & Update Records