You will need the Write Notes permission to perform this action.
Notes let users record context about a person — prayer requests, follow-ups, pastoral conversations — directly on their profile. A note can be added to one profile at a time or the same note can be applied to a large group at once via Query Builder. Access levels keep sensitive notes visible only to the right users.
Adding a note to a single profile
1. From the left-hand navigation, select Contacts and open the person's profile.
2. Click the Notes tab on the profile.
3. Click Add Note.
4. Fill in the note fields described below, then click Save.
Note fields
- Family? - turn this on to link the note to every member of this person's family. Leave it off to add the note to this profile alone.
- Date (required) - the date the note is for. Can be past, present, or future. Notes store a date only, with no time, so the date looks the same for everyone no matter what time zone they're in.
- Type (required) - the type of note (for example, "Prayer Request" or "Pastoral"). You can add, edit, or delete types from the menu to the right of the field; that requires the Full Write People permission.
- Comments (required) - the body of the note. Limited to 2,000 characters.
- Mask? - when turned on, the note's contents are hidden at first when viewed in the Notes table. This is helpful for sensitive notes.
- Access Level (required) - who can read the note (see below).
- Keep open to add another - check this box before clicking Save to keep the window open so you can add another note right away.
Tip: In the Notes table, the Date column shows the note's date only. The Created By column still shows the date and time the note was saved.
Access levels
Access Level controls who can read the note in addition to having the View Notes permission.
Regardless of the level chosen, the user still needs the View Notes permission to see notes on any profile.
- Limited - access follows the note limits set on each user's profile permissions. This is the default.
- Specific Groups - only active members of the selected groups can see the note.
- Only Me - only the user who added the note can see it.
Adding a note to many profiles at once
You will need the Reporting and People Mass Change permissions in addition to Write Notes to add notes in bulk.
Warning: If an archived record is included in the results, adding the note automatically unarchives it.
1. From the left-hand navigation, select Reporting > Query Builder and choose the People data source.
2. Build a query that returns the people who need the note, then click Run Query.
3. From the Bulk Actions menu above the results, select Mass change. The Mass Change Person Profiles window opens.
4. Click Perform an action. The Choose Actions panel slides in from the right.
5. Under Profile, select Add Note. The Add Note window opens with the same fields documented above, except Keep open to add another, which only appears when adding a note to a single profile.
6. Fill in the note fields and click Save.
7. Back in the Mass Change Person Profiles window, click Update [number] Profiles to apply the note to every person in the query result.
Tip: The count on the Update button is the query's full result set, not the rows visible on the current page. Double-check that number before you run the update.
