People Notes are notes that are attached to a person’s profile. They are able to be locked down and categorized, as well as assigned and scheduled to be followed up by another person in the system. People Notes are also useful for storing information about the individual that isn’t anywhere else in the system. For example, recording when a person is released from the hospital, or any significant pastoral care issues. Notes can be categorized and restricted to only certain Access Permissions.
Users will always be able to see any notes they have made, or any notes that are scheduled for them to complete though, even if the note is a private note, or in a category that can not normally see based on Access Permissions.
How to View Notes on Profiles
- Login to your Elvanto Admin account.
- Click on the People section in the main menu on the left-hand side.
Note: You may be asked to log in again before viewing notes for security. - Click Notes under the person's profile you would like to add a note. This will open the profile to the notes page and you can view all notes that have been made.
How to Add Notes to Profiles
- Login to your Elvanto Admin account.
- Click on the People section in the main menu on the left-hand side.
- Click Notes under the person's profile you would like to add a note. This will open the profile to the notes page.
- Once in the profile, under notes, click the green Write Note button.
Write your note, and choose the type of note, and the note category. - Select if the note is private or not and choose if you would like to schedule the note.
If you check Schedule this note you will be able to choose the date and time you would like to schedule the note.
You can also designate who you would like to assign this note by clicking the Schedule For box and typing a name.
When you schedule a note the person you selected in the Schedule For box will receive an email letting them know a note was scheduled for them. - Make sure to click Save to save the note.
How to Edit, Delete or Complete Notes on Profiles
- Login to your Elvanto Admin account.
- Click on the People section in the main menu on the left-hand side.
- Click Notes under the person's profile you would like to edit a note on. This will open the profile to the notes page.
Find the hamburger menu on the note you would like to edit (three dots in the right corner of the note) and click to reveal options. You can choose to Complete Scheduled Notes, Edit or Delete.
How to View Notes in Bulk
- Login to your Elvanto Admin account.
- Hover on the People section in the main menu on the left-hand side.
- Once the menu pops out to the right, click on Advanced Search in the list.
- Where it says "Date Added" click the drop-down and scroll down to choose Notes under Person Details.
- Select if you want to search for those people who have notes, or who do not have notes.
Make sure Notes is added as a display field and then click Search.
Access to Private Notes
The option of private notes is particularly handy for ministry notes that contain extra sensitive information. By default, only Super Admins can see private notes, but you can also allow different Access Permissions the ability to view them by editing access permissions. For example, any high-level pastoral care information or specific security needs. Private notes create an extra level of restriction for your system – only people you specifically grant access permission to this will be able to see them.
Add Note Categories
Note Categories provide a great way to distinguish notes from one another. This is helpful for reporting, and for people reading at-a-glance or wanting to look back at an older note. Note categories can be set up with different access permissions, so only people who need to can read them.
- Login to your Elvanto Admin account.
- Click on Settings in the top right bar.
- Scroll down to the Features section and click Note Categories.
In the top right click the Green Add option. This will open a new page with a few options.
Details: choose what name you'd like this note category to have.
Choose if you would like to make any new notes added to this category private by default.
Choose a Color to Display.
Access: Choose which Access Permissions can view notes within this category. For example, you may have a 'Pastoral Care' category that only people in the 'Pastors' Access Permission should have access to. - Once making changes to the settings click the green Save button at the bottom of the page.
Edit Note Categories
- Login to your Elvanto Admin account.
- Click on Settings in the top right bar.
- Scroll down to the Features section and click Note Categories.
Click on the Note Category you would like to edit. Make your changes and click Save.
Delete Note Categories
- Login to your Elvanto Admin account.
- Click on Settings in the top right bar.
- Scroll down to the Features section and click Note Categories.
Click the delete button to the right of the category you would like to Delete.
Confirm your decision to delete this category.