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Notes

Notes are memos attached to Person or Family records. Use them to record pastoral visits, prayer requests, important conversations, or any other relevant information. Notes appear in the Timeline on each record, sorted newest-first alongside calendar events and system activity.

Timeline​

Every Person and Family record includes a Timeline card that shows all activity in one place. Use the filter chips to focus on what matters:

FilterShows
NotesNotes written by staff
EventsCalendar events this person/family attended
SystemAutomatic entries: record creation, edits, photo uploads, group changes, deleted-note audit entries

Long notes show a 3-line preview in the timeline. Click Read more to view the full note in a popup without leaving the page.

Note Privacy​

Visibility Rules​

TypeWho Can See Full ContentWho Can EditWho Can Delete
PublicUsers who can see notesCreator, and an administratorCreator or an administrator
PrivateThe author, and administratorsThe author, and an administratorCreator or an administrator

Private notes​

Check Private when you save a note.

  • The author sees the full note and an Edit link.
  • An administrator sees the full private note and an Edit link, even when someone else wrote it.
  • Other users do not see the note at all. There is no placeholder such as "[Private Note — visible only to creator]".

Use a private note for pastoral details you do not want the rest of the staff to read.

Deleting a Note​

Deleting a note creates a System timeline entry recording who deleted it and whose note it was. This keeps the audit trail intact without exposing the deleted content.

Warning: Deleted note content is not recoverable.

Adding a Note​

  1. Open the Person or Family record
  2. Click Add Note in the page header (or Add a Note to this Record in the Timeline card)
  3. Enter your note — the editor supports rich text (bold, lists, links)
  4. Check Private if only you should see this note
  5. Click Save

Editing a Note​

The author can edit the note. An administrator can edit it as well, including a private note written by someone else. Other users cannot.

  1. Find the note in the Timeline
  2. Click Edit in the note's footer
  3. Make your changes and click Save

Tip: To make a private note public, edit it and uncheck Private.

Deleting a Note​

  1. Find the note in the Timeline
  2. Click Delete in the note's footer
  3. Confirm in the dialog

Only the note's author or an Admin can delete a note.

Can't find what you need? Ask in Discord, or open an issue on the ChurchCRM repository.