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Notes give your church a flexible way to preserve important context directly on a person's profile while controlling who is allowed to see sensitive information.
You might use a Note for pastoral care, a family update, an important concern, a testimony, or information that will help during future ministry conversations.
Click View to view a person's profile and select the Notes tab.
The Notes area displays the Notes you are permitted to see.
You can also:
From the Notes area in the person's profile, select Add Note.
A new Note can also be started from available person action menus (3 vertical dots) such as to the right of people on the Person List, by selecting New Note.
When adding a Note, choose its:
You can also optionally create a Profile Highlight or Follow-Up Task from the Note.
A Note's Category describes what the Note is about.
For example:
Categories are separate from privacy.
For example, two Notes could both be categorized as Pastoral Care, while one is visible to all permitted admin users and the other is visible only to the senior pastor.
Activity Categories can be customized under:
People > People Settings > Activity Categories
The Visible to option controls the Note's privacy.
This makes the Note available to admin users who:
It does not make the Note visible to ordinary Personal Hub users or automatically give access to someone whose Administrative User Role does not allow them to view Notes.
Choose Selected roles and users when only particular administrative roles or individual admin users should be able to see the Note.
You can select one or more:
Anyone in a selected role, together with individually selected users, can see the Note as long as their underlying permissions also allow them to access the person's Notes.
Choose Only me for a private Note visible only to you.
The Note author always retains access to their Note.
Individual Note visibility does not override your church's Administrative User Role permissions.
Notes permissions are configured under:
Organization > Billing & Users > Admin User Roles
Edit the appropriate role and locate Notes under Personal Information.
For example, if an admin user's role has no access to Notes, selecting Everyone with access to this profile on a Note does not give that user permission to see it.
This allows your church to use both broad role-based permissions and more specific Note-level privacy.
Enter the information you want to preserve.
The Note editor supports formatted text, including options such as bold, italics, underlining, lists, and indentation.
You can also attach an optional image.
Because Notes may become part of a person's long-term ministry history, record information that is relevant, useful, and appropriate for the people who will be permitted to see it.
Select Show this as a profile highlight when information in the Note should remain especially visible on the person's profile.
A Profile Highlight is useful when something is important right now, rather than simply being part of the person's historical record.
You can optionally set how long the highlight should remain displayed.
The Note's visibility restrictions continue to apply to its Profile Highlight. Making a private or restricted Note a highlight does not make the Note public to other admins.
From the highlight's menu, permitted users can:
Select Create a follow-up task when something needs to happen because of the information you are recording.
Note: Family requested help connecting with a local support resource.
Task: Call Tuesday with the resource information.
The task stays linked with the Note. Once the Follow-Up Task has been completed, the Note can indicate that its linked follow-up was completed.
You can view and mark Follow-Up Tasks completed from the person's Communication tab in their profile.
As Notes accumulate, use the search box to locate Notes by their content.
Use the All Categories filter to display Notes from a particular Activity Category.
This makes Categories especially useful for churches that regularly record information such as Pastoral Care, Testimonies, Family Updates, or other recurring types of ministry information.
In applicable situations, a non-admin group leader who has access to someone in a group they lead may be permitted to submit a new Note.
This does not give that leader access to the person's previous Notes or Interaction history.