Notes

Notes are editable, free-text entries that staff can add to a member’s profile. Use them to record anything you need to remember about a member — medical conditions, special payment arrangements, discount agreements, equipment preferences, or any other information that doesn’t fit neatly into 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 — edit or delete at any time	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 (required) — a short label for the note, like “Medical” or “Billing arrangement”.
5. Enter the Note content (required) — the full text of the note.
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.

Delete a note

1. Open the member’s profile and go to the Notes tab.
2. Open the note.
3. Use the delete option on the note’s page.

Deletion is permanent — deleted notes cannot be recovered.

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

Only staff members with the appropriate permissions can see member notes. Notes are never visible to the member through the portal.

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), delete the note or update it 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 — a conversation, a complaint, an 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