Notes

Notes are editable, free-text entries that staff can add to a member’s profile. Use them to record details you need to remember, such as medical conditions, payment arrangements, discount agreements, equipment preferences, or information that doesn’t fit a standard profile field.

Notes are private to staff. Members cannot see their notes in the member portal.

Notes vs interactions

Notes and interactions serve different purposes:

	Notes	Interactions
Purpose	Ongoing information to remember	Events and conversations that happened
Editable?	Yes, staff can edit the title or text	No, permanent once saved
Examples	”Allergic to peanuts”, “10% discount agreed"	"Called to discuss renewal”, “Incident report filed”

Use notes for information that may change or need updating over time. Use interactions to create a permanent record of something that happened.

Add a note

1. Open the member’s profile.
2. Go to the Notes tab.
3. Click New Note.
4. Enter a Title, such as “Medical” or “Billing arrangement”.
5. Enter the Note with the details you want to remember.
6. Click New Note to save.

Both the title and the note body are required. You’ll see a validation error if either is left empty.

After saving, you’re taken to the note’s detail page. You can return to the member’s profile at any time.

Edit a note

Notes can be updated at any time.

1. Open the member’s profile and go to the Notes tab.
2. Click the note you want to edit.
3. Click Edit.
4. Make your changes to the title or note content.
5. Click Save.

The note detail page provides an Edit action, but no delete action. Notes can be edited; do not rely on deleting a note from this page.

Caution

If you need a permanent, uneditable record of something, use an interaction instead of a note. Notes are designed to be updated or removed as circumstances change.

Who can see notes

Staff need View Members (Full) to view notes and Manage Members to create or edit them. The note detail page provides an Edit action, but no delete action. Notes are staff-only.

Best practices

• Use a clear title. A short, descriptive title makes it easy to scan the notes list at a glance. “Medical - asthma” is more useful than just “Medical”.
• Keep notes current. If a situation has been resolved (for example, a payment plan that’s been completed), update the note so staff know the status.
• Use notes for “need to know” information. Things like health conditions, accessibility needs, or agreed-upon exceptions are perfect for notes.
• Use interactions for events. If something happened, such as a conversation, complaint, or incident, log it as an interaction instead.

Next steps

Interactions log permanent, timestamped event records

Edit a Member update the member's core profile fields

Members overview understand the full member profile