Lesson 5: Notes & Docs Tab

Introduction to the Notes & Docs Tab
Club Automation Training

Objectives 

This lesson will give a broad overview of the Notes & Docs tab and outline how to access it.

  • 1

    Introduction to the Notes & Docs Tab

  • 2

    How to Access the Notes & Docs Tab

Introduction to the Notes & Docs Tab

The Notes and Docs tab is a central hub where notes and documents can be housed on a user’s profile. Staff can use the notes feature to create messages to display when a user checks into the facility. Additional notes for a variety of purposes can also be created and stored here. Electronic paperwork generated by adding a user group to a profile is automatically stored in the user’s Notes & Docs tab. Most commonly used file types such as PDFs and Word documents can be manually uploaded and attached to a user’s profile in the Documents section of the Notes & Docs tab.

How to Access the Notes & Docs Tab

When on a user’s profile, select the Notes & Docs tab.

Layout and Features of the Notes & Docs Tab
Club Automation Training

Objectives 

This lesson will walk through the layout of the Notes & Docs tab and explain how to create a new note or attach a file.

  • 1

    Layout of the Notes & Docs Tab

  • 2

    How to Create New Notes and Attach Files

Layout of the Notes & Docs Tab 

There are four sections used to organize the Notes & Docs tab: All, Notes, Documents, and Liability Waiver. The top of each section provides a space to compose a new note. Existing notes and attachments will display as a running list under the note composition tool.

  1. All: All notes and documents associated with the user’s profile will display.
  2. Notes: Displays notes only and excludes any notes that include an attachment.
  3. Documents: Displays attached documents and electronic paperwork only.
  4. Liability Waiver: Uploaded liability waivers will display under the documents tab. Refer to the previous section on Personal Information for an explanation on how to indicate a user has signed a liability waiver.

How to Create New Notes and Attach Files 

Club staff can create new notes and attach files from any section of the Notes & Docs tab. Once created, the note or document will display in its corresponding tab. The process for creating a new note or attaching a file is outlined below.

  1. Subject: If subjects are enabled, a drop-down menu of custom subjects will appear above the composition box. Subject notes are a way for clubs to tag and sort notes in the Notes & Docs report.
  2. Enter Note: Enter the content of the note here.
  3. Private: When checked, only users with the permission to view private notes will be able to see this note.
  4. Show at Check-in: When checked, the note will appear on the check-in screen when the user checks in to the facility.
  5. Expire from Check-in Screen: Check the box to select a date for the note to expire and no longer appear on the check-in screen. Staff can also expire a note directly from the check-in screen. The note will remain on the Notes & Docs tab after the check-in expiration date has passed.
  6. Add Files: To attach a file to a note (i.e. .doc, .pdf, .jpg), click Add Files to select a file to upload. A note always needs to be entered when attaching a file, the attachment will not save if note details aren’t added. Once saved, the note will display with the file in the All or Documents tab.
  7. Save Note: Select the Save Note button to post the note to the profile.