Account Notes let you save private notes on a membership account for future reference.
Only admin users whose user role has the Accounts capability can see Account Notes. This is usually reserved for Board-level users.
Unlike check-in notes, Account Notes do not show on the Front Desk Check-In screen, and members never see them.
Use them for things like a bond payment date, the date an account was closed, or swim lesson certifications for child members.
You can attach media to a note and group notes by Note Types (for example, Payment Note, Internal Note, or Board Member Notes).
Finding Account Notes
Go to Membership > Account Notes.
You can also see, add, edit, and delete an account's notes from the Notes tab when you open the account from Membership > Accounts.
Using the Account Notes Screen
The screen lists every note on the site. From here you can:
Switch between grid and list view using the toggle in the toolbar.
Search notes by Billing Member, Note Title, or Acct #. Choose the field from the dropdown next to the search bar.
Use the filters (Note type and Account type) to narrow the list, and save a filter as a view. Saved views appear next to All notes.
Click Columns to choose which columns show in list view.
Select notes and click Export to export them. The export follows the columns you have visible.
Click Note Types to manage the note types for your site.
Managing Note Types
Go to Membership > Account Notes and click Note Types.
Type a name and click Add to create a type. Use the Rename and Delete icons next to an existing type to change or remove it.
Note: Deleting a note type that is in use removes the type from those notes. The notes themselves are kept.
Creating a Note
Go to Membership > Account Notes and click Add Note in the top right. The Add note window opens.
Account: search by name or acct # and select the account.
Title: enter a title for the note (required).
Note type *: choose a note type (required).
Note: enter the note. Use the toolbar for Bold, Italic, Underline, Bulleted list, Numbered list, and Insert link, or click Add Media to attach a photo, video, or file from the Media Library.
Click Create note to save, or Cancel to close without saving.
Viewing, Editing, or Deleting a Note
Go to Membership > Account Notes, click the ... menu next to the note, and choose View, Edit, or Delete.
Edit opens the Edit note window. The account cannot be changed; the Title, Note type, and Note can be edited. Click Save changes when finished.
Delete asks you to confirm. Click Delete to permanently remove the note, or Cancel to keep it. This cannot be undone.
Changing or Deleting Several Notes at Once
Go to Membership > Account Notes and select the notes using the checkboxes. To include every note that matches your search and filters, click Select all … matching notes.
To change their type, pick a type from Change type to… and click Apply.
To remove them, click Delete.
Click Clear to clear your selection.