OVERVIEW
Family Notes provide the administrator with a tool for documenting information pertaining to a family or family member. Internal Family Notes are not displayed to the public user and are viewable by CommunityPass administrators only. Public Family Notes are displayed to this family prior to registration. Public notes may also be configured to restrict registration for this family.
CREATING AND MANAGING FAMILY NOTES
To add a note or to view/edit notes previously entered for a family, click the Family Notes "Add/View" button next to the "Seasonal Balance" section of the Family Main page.
Create New Note
Within the space provided, enter the information you want to maintain about that family.
Select whether the note is an Internal note or a Public note:
- Notes may be marked "Internal" and are only displayed to administrative users.
- Notes marked as "Public" are displayed to this family only on the public site prior to registration. Public notes may also be marked to Restrict Public Registration. Selecting "Restrict Public Registration" will stop this family from performing any public registrations for this organization. Public notes and registration restriction do not apply to Admin registrations. However, when an admin user is on the Family Main page and clicks Register to start an admin registration, a message will display alerting the admin to the current Registration Restriction. The Note will display along with the option to Continue or Cancel the registration.
Family Notes can be defined to be “Highlighted for All Admins”. Notes marked as “Highlighted” will display at the top of the notes in Family Main, with a yellow background.
When finished, click Save Note. The note will be saved along with the name of the administrative user that created the note and the date when the note was last updated.
Current Notes
- Edit Note – To edit a note previously added, click the paper and pencil icon next to the note you wish to update. Make your updates and then click Save Note.
- Delete Note – To remove a note previously added, click the red "X" next to the note you wish to delete
Display on Family Main
Family Notes are displayed on the Family Main page next to the Season Balance section. Notes that are highlighted will display at the top of the Notes list. Only admin users with profiles of Registrar, Sys Admin and Organization Admin have access to Family Main.
Display in Front Desk
The Front Desk home page will immediately display a Family Notes modal for any family with notes marked as “Highlight for All Admins”. Admins who have access to Family Main will also be able to view non-highlighted Family Notes. The page will display a “Notes” link so admins can access the modal.
Display in Front Desk - Gate Check
The Front Desk- Gate Check home page will immediately display a Family Notes modal for any family with notes marked as “Highlight for All Admins”. Admins who have access to family main will additionally be able to view non-highlighted Family Notes. When the Notes Modal is displayed, a sound will play and the screen will not fade out. The page will display a “Notes” link so admins can access the modal.