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Member notes

How to write notes about a member from a session and share them with the member or parent.

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Step by step

  1. 1

    Open the session and press the Member notes button next to the member's name.

  2. 2

    Type the note in the box at the bottom.

  3. 3

    Press Add note.

  4. 4

    If you want the member to see it, press Share below it.

How it works

Keeps the team's observations about each member, progress, reason for an absence, something to watch out for. When you choose, you can share a note with the member or parent.

Press the Member notes button next to a member's name in the session panel. The same button is in a user's details when you open them from the users list: in the Notes section you see how many notes there are and the Member notes button (for a parent and separately for each child). The Member notes panel opens on the right with all notes about that member, newest first.

Every new note starts as Staff only: only staff can see it. Share makes it visible to the member: it appears in the school's Lessons tab under Shared notes, and the member (the parent, for a child) gets a notification.

Notes belong to the member, not the session, you see the same notes whichever session you open them from. If the session has a lesson, a new note is linked to it and labelled Lesson; otherwise Manual.

You need the Author notes permission, to view, add and share.

Good to know

Sharing can't be undone, and notes can't be edited or deleted here. Check the text before sharing.

A note can be up to 5000 characters.

While the box has text in it, clicking outside doesn't close the panel.

Without the Author notes permission notes don't load and the list looks empty.

Staff notes are different from Additional information for a child: that is a short text (up to 200 characters) a parent can optionally enter in their child's profile, and staff see it read-only in the child's details.

On this screen

Member notes (has notes) button

The coloured version of the button when the member has notes.

Lets you see at a glance who already has notes.

The sticky-note icon is coloured with a dot in the corner. Without notes the button is grey.

Member notes panel

The side panel with one member's notes.

Shows every note about the member and lets you add new ones.

At the top is the member's name and a Close button. In the middle is the list of notes, at the bottom the box for a new note.

Close button

Closes the notes panel.

Returns you to the session panel.

Unsaved text in the box is cleared on close.

Note

One note with labels, text, author and date.

Shows what was written, by whom and when, and whether the member can see it.

At the top are two labels: origin and visibility. At the bottom are the name of the staff member who wrote it and the date.

Lesson label

The note was written from a session that has a lesson.

Shows the note is linked to a particular lesson.

Set automatically if the session already had a lesson when the note was added.

Manual label

The note isn't linked to a lesson.

Tells standalone notes apart from lesson notes.

Set when the session had no lesson at the time the note was added.

Staff only label

Only staff can see the note.

Confirms the member and parent can't see it.

Every new note has this label until you press Share.

Shared label

The note is visible to the member.

Shows the member (or parent) can read it.

The member sees it in the school's Lessons tab under Shared notes. It can't go back to Staff only.

Share button

Makes the note visible to the member.

Lets you pass your observation to the member or parent.

It only shows on Staff only notes. After pressing it the note becomes Shared and the member gets a notification that a note was shared with them. It can't be undone.

No notes yet message

Shown when the member has no notes.

Tells you you can start the first note.

Write a note in the box at the bottom. If you're sure there are notes, check you have the Author notes permission.

New note box

Private by default, share it when you're ready.

The box where you type a new note.

Holds the note text before adding it.

Below the box it reads Starts as staff only. The text can be up to 5000 characters. While there's text in it, clicking outside doesn't close the panel.

Add note button

Saves the new note.

Adds the note to the member as staff only.

It is disabled while the box is empty. After adding, the box is cleared and the note appears at the top of the list.

Frequently asked questions

Does the parent see my notes?

Only if you press **Share**. Until then the note is **Staff only**.

Does the member get a notification every time?

A notification is sent once, when the note becomes shared.

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