Notes

Notes allow admissions team members to record observations, meeting summaries, internal comments, and other unstructured information about an applicant. Notes are internal-only and are never visible to families.

Adding a Note

1. Open the applicant's detail page.
2. Navigate to the Notes tab (or section, depending on the page layout).
3. Click the Add Note button or the note input area.
4. Type your note using the rich text editor. You can format text with:
   • Bold, italic, and underline.
   • Bullet and numbered lists.
   • Links.
5. Click Save to post the note.

The note is saved with your name and a timestamp, creating a clear record of who said what and when.

Viewing Notes

Notes are displayed in reverse chronological order (newest first). Each note shows:

• Author name -- the team member who wrote the note.
• Timestamp -- when the note was created or last edited.
• Content -- the formatted note text.
• Pinned indicator -- a pin icon if the note is pinned to the top.

Pinning Notes

Important notes can be pinned to the top of the notes list so they remain visible regardless of how many newer notes are added.

1. Hover over a note to reveal the action icons.
2. Click the pin icon to pin the note.
3. The note moves to the top of the list with a pin indicator.

To unpin, click the pin icon again.

TIP

Pin notes that contain essential context -- such as "Family requires financial aid discussion" or "Sibling already enrolled in Year 3" -- so that any team member opening this applicant's record sees the key information immediately.

Editing a Note

1. Hover over the note you want to edit.
2. Click the edit icon (pencil).
3. The note text becomes editable.
4. Make your changes and click Save.

Edited notes show an "edited" indicator with the edit timestamp.

Deleting a Note

1. Hover over the note you want to delete.
2. Click the delete icon (trash).
3. Confirm the deletion when prompted.

WARNING

Deleted notes cannot be recovered. Make sure you truly want to remove the note before confirming.

Notes vs. Activity Notes

There are two places to add text-based information:

• Notes (on the Notes tab) -- standalone observations and comments about the applicant.
• Activity notes (within each activity) -- details specific to a particular activity, such as meeting minutes or call summary.

Use standalone notes for general information and activity notes for task-specific details.

Who Can See Notes

Notes are visible to all team members who have access to the applicant's record. They are never shared with families or visible on public forms. The audit log tracks who created, edited, or deleted notes.

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