❖ Heads up! This article is only intended for Advanced Program Managers.
Would you like to create private user notes that are only visible to you and the Site Managers? You can with the Notes area of a user's profile!
ℹ️ 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. Only site managers can request language overrides.
Using Private Notes
Notes are a great way for you to communicate important or sometimes sensitive information about a user with your Site Managers. Other Advanced Program Managers with access to the user's profile can also view these notes. 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.
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 of how you can make the Notes area work for you. Notes are a great feature and you can use them however best suits your workflow.
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.
User Notes Area
To get to the Notes area of a user's profile, go to My Program or My Programs > Program Name from the top menu bar to access your Advanced Program Manager dashboard.
Go to Volunteerism > Users.
Select the user's name.
You may need to search for the user by name or email first.
Click Notes.
Adding Private Notes
Click Add Note.
Type your note in the Enter note field.
Click Save Note when you're done.
Editing Private Notes
Click the pencil icon under the Options column in the table.
Edit the note field.
Click Save Note to save your changes.
Deleting a Private Note
To delete a private note, just 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.