Adding Notes and Documents to a Member Profile

If you have a standout member or someone who could benefit from a little extra encouragement, you can quickly share this with the rest of your coaching team by adding a note to their profile.

Notes are a flexible way to keep track of important information. You can choose to make notes visible to the member, or keep them private as safeguarding notes that are only accessible to authorised staff.

You can easily manage this by heading to People > Your members  and selecting the member profile. 

On the member profile, go to the NOTES Tab 

 

 

Adding a note. 

There are 4 kinds of notes in a member profile:

Medical notes

This information is drawn down from the information filled out by the member during the sign up form. However if any changes or updates this can be filled out here.  

Member notes

These are notes that can be seen by the member. This is a great place to keep parents up to date with progress or record information that the member or parent can see. 

Coaches Notes

These are notes that you can share with your staff members. Note if a member downloads all of their data, these notes will be included. 

Safeguarding notes

This is where you should record safeguarding considerations around the member. Note these are not available to the member or parent, even under a GDPR data request. 

Moving Notes

You can move notes from the Member status to the Coach status if you need too. Simply use the move button on the note to move between these two states. Safeguarding notes are kept separate from this capability due to their sensitive nature.

Adding documents to a member profile

If a member has earned a certificate or requires a doctor’s note, you can upload it as a PDF file or Microsoft Word document to their member profile.

Head to the ‘Data & Documents’ tab, click ‘Upload a document’, select a document and away you go.

When you are finished, just make sure you hit ‘Save’, and your changes will be updated immediately.

Be aware that Coaches’ Notes are subject to instant data download under GDPR in the Member Portal.

 

Need help?

If you need any help with this process, please contact the support team at [e-mail].

Thank you
Coacha Team