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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
PublicAll users with Notes permissionCreator onlyCreator or Admin
PrivateCreator onlyCreator onlyCreator or Admin

Private Note Details​

When you create a private note, only you can read it. Administrators have limited access:

  • Creator — sees full content, can edit or delete
  • Admins (not creator) — see a placeholder [Private Note — visible only to creator] in the timeline; can delete if necessary but cannot read the content
  • Other users — note is invisible

Tip: Use private notes for sensitive pastoral information — prayer requests, medical concerns, or confidential conversations that should not be shared with other staff.

Note for Admins: Private notes are protected by design. You cannot view another user's private note content, only delete it when required.

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​

Only the note's author can edit it. Admins cannot edit other users' notes.

  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.