Entering Notes On People
Adding a Note
To add a Note, select the person on the People screen. Then select the "Notes" Tab above that person's profile. Then select the "Add Note" button at the top of the list.
Today's date will automatically appear in the Date field, but you can change it by selecting it and choosing the desired date from the pop-up calendar. Select the Note Type for the note you are creating. Then type the note in the large text box.
Editing/Deleting a Note
To edit or delete an existing Note, select the Note you want to change. Then type in the changes and select "Close" or select the (trash can) icon to delete.
Editing Note Types
Note Types are used to set different permission levels, providing more privacy for some information. You can also use Note Types for printing category-specific reports.
To create Note Types, select the "Setup" tab at the top of the People screen, then choose "Other Fields and Options."
Select "Note Types" -> "Add a Note Type" to customize your Note Types.
Then type the new Note Type name and choose the permission level to determine who can access this note.
When "Only Selected Users" is chosen, those Note Types will appear under your Settings → User Accounts → People and Families→ "Note Types" permissions for each user. Any Note Types not restricted to specific users will be accessible to all users. Learn more about User Account Permissions ›
Using Note Follow-Ups
Follow-ups attach to a note to track each round of contact with someone. They can record a past conversation you want to remember, or a future one you don't want to miss.
Follow-ups can be assigned to a staff member, and a due date can be set.
To add a Follow-Up, open a member’s profile from the People screen and select the "Notes" tab. Then either add a new Note or select an existing Note.
Within the Note, you will find a "Follow-Ups" section.
Select the "Add Follow-Up" button to create a new Follow-Up entry.
From there, enter the Follow-Up date, assign the Follow-Up to a staff member (a ChurchTrac User), and enter the Follow-Up note details.
You can also view and sort all Follow-Ups by selecting the "Setup" tab and choosing "Follow-Ups" from the list.
From there, you can review pending Follow-Ups and mark them as completed as needed.
Completed Follow-Ups will remain attached to the member’s profile, showing that the assigned user completed the Follow-Up and when it was completed.
Pro Tips
The Notes tab is a great tool to use for your follow-up process (i.e. first visit, call made, visit made, and any other steps in that process). Note Types can help you keep track of your prospects and where you are in the follow-up process.
Select a note to appear as a reminder on the Dashboard. Toggle this "Add this Event to My Reminders" when editing the note.
From the People Screen, you can create various Note Reports by selecting "Reports" in the top toolbar and choosing "Note Reports" from the list of report options. Select your report options and choose the "View Report" button.
