Private User Notes: A Guide for Site Managers

Created by Brittany Crow, Modified on Tue, Jul 9 at 10:51 AM by Brittany Crow

Heads up! This article is intended for Site Managers. If you're an Advanced Program Manager, click here. Only Site Managers and Program Managers can add and view private user notes. 

You can share important user information privately with other Site Managers and Advanced Program Managers with private user notes. These can be created in the Notes area of a user's profile. Here we cover: 

So you know: Some sites have language overrides in place. This means you may see Programs in place of Agencies, Opportunities in place of Needs, or even Prerequisites in place of Qualifications. Contact us if you'd like to request language overrides for your site.  

Why use private notes? 

Notes are a great way to communicate important or sometimes sensitive information about a user with your fellow Site Managers. Advanced Program Managers can also see these notes on a user's profile if they're assigned to their Program. Notes can be used to: 

  • Communicate important details about a user—i.e., restrictions, limitations, strict schedules, etc. 
  • Note if a volunteer is a repeat offender for responding to Opportunities and not showing up to them. 
  • Highlight a volunteer who's excellent to work with or shows leadership qualities. 
  • Mark additional certifications, licenses, or skills that a volunteer has outside of the default and custom ones used on your site. 
    • User tags are another great option for marking these qualities for a user if you want to be able to search or filter by the tag—click here to learn more. 
  • Mention if a user is very active on social media platforms and that they might be a great person to ask about sharing their experience working with your organization on their socials!

These are just a few suggestions for making the Notes area work for you. Notes are a great feature that you can use however best suits your workflow. 

So you know: Private notes are only accessible to those with access to the user's profile—i.e., Site Managers and Advanced Program Managers overseeing Programs the user is assigned to. Notes are not visible to the user. 

How to access a user's Notes area

To get to the Notes area of a user's profile: 

1. Go to Volunteerism > Users

2. Select the user's name. 

  • You may need to search for the user by name or email first. 

3. Click Notes

  • Here you can add or review private notes for that user. 

How to add a private note

To add a private note: 

1. Click Add Note

2. Type your note in the Enter note field. 

3. Click Save Note when you're done. 

How to edit a private note

To edit a private note: 

1. Click the pencil icon under the Options column in the table. 

2. Edit the note field. 

3. Click Save Note to save your changes.

  • Not quite ready to make an edit to the note? No problem! Just click Cancel to close the window.

  • You can always return to edit the note at any time.

How to delete a private note

To delete a private note, click the X under the Options column for it. 

  • A warning pops up asking you to confirm your selection—click Yes to delete the note or No to cancel.