Member Notes

Notes let you attach text records to individual members or families. Use them for pastoral care follow-ups, meeting summaries, prayer requests, or any context your team needs to remember about a person.

Opening the Notes Dialog

You can access notes from two places:

Member directory — click the kebab menu (three-dot icon) on any member row and select Notes
Family management — notes can also be attached to a family as a whole, accessible from the family card

Notes dialog for a member — The Notes dialog lets you add, edit, and manage notes for any member

Creating a Note

Open the Notes dialog

From the member directory, open the kebab menu for the member and click Notes. The notes dialog opens showing all existing notes for that person.

Click Add Note

Click the Add Note button at the top of the dialog.

Write your note

Type your note in the text area. Notes support plain text — write as much or as little as you need.

Choose privacy level

Before saving, decide whether the note should be public or private:

Public (default) — visible to all admins who have the notes.view permission
Private — visible only to you (the creator) unless another admin has the notes.viewAll permission

Check the Private checkbox to make the note private.

Save

Click Save to create the note. It appears in the notes list with your name and the creation date.

Tip

Use private notes for sensitive pastoral information (e.g., personal struggles, confidential prayer requests). Use public notes for general context that your whole staff team should know (e.g., "Prefers to be called Mike" or "Has mobility needs — seats near the door").

Editing a Note

To edit an existing note, click the three-dot menu on the note and select Edit. Update the content and save. The note will show the original creation date along with the most recent update.

Deleting a Note

To delete a note, click the three-dot menu and select Delete. Deleted notes cannot be recovered.

Warning

Deleting a note is permanent. If you are unsure, consider editing the note to remove sensitive content rather than deleting it entirely.

Family Notes vs. Member Notes

Notes can be attached to either an individual member or a family:

Member notes — specific to one person (e.g., individual follow-up, personal prayer request)
Family notes — apply to the family unit as a whole (e.g., "Family is going through a move" or "Interested in the newcomer class")

Both types appear in their respective notes dialogs and follow the same public/private privacy model.

Who Can See Notes

Note visibility depends on two factors: the note's privacy setting and the viewer's permissions.

Public notes are visible to anyone with the notes.view permission
Private notes are visible only to the person who created them
Admins with the notes.viewAll permission can see all notes, including private notes created by others

Permissions

Notes are controlled by these permissions:

notes.view — view public notes on members and families
notes.create — create new notes
notes.edit — edit existing notes
notes.delete — delete notes
notes.viewAll — view all notes including private notes created by other admins