> ## Documentation Index
> Fetch the complete documentation index at: https://pigeonholeapp.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Observations

> Capture learning moments on your phone — photos first, words after — with offline capture and an AI writing assistant.

The staff app is the quickest way to capture a moment while it's happening, and it works **offline** — garden and outing moments are never lost.

<Info>
  Writing up on a computer instead? See [Observations and Reports](/docs/staff/observations-and-reports).
</Info>

## Capturing a moment

1. Tap **+** on the **Observations** tab.
2. Take a photo or short video — capture is photo-led.
3. Tag the children involved.
4. Add a few words about what happened, plus optional **next steps** and **learning links**.
5. Save, then **Submit for approval** — or **Publish** if you have the Publisher role.

Tapping publish asks you to confirm, since that shares the moment with the tagged children's families straight away.

## Working offline

Saving always works. With no signal the observation waits in your **Outbox** and sends itself as soon as you're back online.

* The Outbox shows anything still waiting, and why, with a **Retry** button if something failed repeatedly.
* Open the app once while online so it can build your offline children list.

<Warning>
  The permission reminder that flags families who haven't agreed to photo sharing needs a connection, so it **won't appear while you're offline**. If you're heading out for the day, check permissions before you go.
</Warning>

## The AI assistant

The **✨ Assist** panel turns rough notes into a written-up observation — type them or tap the microphone and dictate. Tap **Draft** and you get a title and a written observation back, plus suggested learning links you can accept or dismiss individually.

Nothing is applied without your say-so, and your photos are never sent to the AI. Always read the draft before submitting — it's your observation.

## Writing reminders

When you submit or publish, your writing is quietly checked against your setting's rules — like referring to other children as "a friend". You'll see the phrase, the rule, and a one-tap fix. It never blocks you: **Proceed anyway** is always there.

## Approvals and changes

If an approver returns your observation you'll get an email with their comment, and it appears at the top of the edit screen. Make the changes and resubmit.

Published observations appear on each child's **Journal** tab and in their family's app.