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 add the note to the person's family as well.
- 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 dialog 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.
1. From the left-hand navigation, select Reporting > Query Builder and choose the People query type.
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.
4. In the side panel that appears, choose Add Note from the Perform an action dropdown.
5. A note dialog opens with the same fields documented above. Fill them in and click Save.
6. Back in the Perform Mass Change panel, click Update to apply the note to every person profile in the query result.
Tip: The bulk mass-change runs against the full query result, not the rows visible on the current page. Double-check the query's total count before running an update.