Adding notes to a volunteer profile

Summary

Notes let you keep a dated, signed record on a volunteer’s profile: conversations, follow-ups, and decisions, all in one place. This article covers adding a note, where notes appear, who can see them, and what is worth writing down.

Who this is for

• Church Administrators whose role includes managing volunteer notes
• Account Owners

What you’ll need

Make sure you have:

• Admin access with permission to manage volunteer notes
• The volunteer’s profile open from the Community page (see Managing volunteers: search, filter, and profiles)

Before you start

Notes are for church staff only. The volunteer never sees them in their own account, which is exactly why they deserve care: every note becomes part of the record your church keeps about a person.

Each note automatically records who wrote it and when, so there is no need to sign or date anything yourself.

Some notes write themselves. When an admin overrides a failed Police Check, rejects a volunteer, or rejects a reference, the written explanation is saved to the profile as a note automatically, keeping the whole story in one place.

A word on what to record. Stick to facts, dates, and what was actually said or agreed: a conversation about scheduling, a training follow-up, the context behind a screening decision. Leave out speculation, second-hand opinions, and labels. A good test: write every note as if it could be read aloud in a review someday, because it could.

Steps to add a note

1. Open the volunteer’s profile

From Community, select the volunteer’s name. Their profile panel opens beside the list.

2. Open the Notes section

Scroll to the Notes section in the profile. The heading shows how many notes already exist. Open it to see the list, with each note’s date and subject.

[Screenshot: Notes section of a volunteer profile, showing the list of notes with dates and subjects and the Add button]

3. Select Add

The note editor opens in place.

4. Give the note a clear subject

The subject is what you’ll scan for later, so make it findable: “Call with Maria about Sunday team”, not “Note”. Save stays disabled until a subject is entered.

5. Write the note

Type the body in the editor. Basic formatting is available. Keep it factual and complete enough that a colleague could pick up the thread.

[Screenshot: Note editor with the Subject field and the rich text body, showing Save and Cancel buttons]

6. Select Save

The note joins the list immediately, stamped with your name and the date.

What happens next

The note appears in the Notes list under its date and subject. Selecting the subject opens the full note, showing the body along with who wrote it and when. Any admin with notes permission can read it; the volunteer cannot.

Notes cannot be edited after saving. If something needs correcting, the cleanest record is a follow-up note that sets it straight. A note can be deleted (you’ll be asked to confirm), but deleting removes it from the record entirely, so save that for notes that are genuinely wrong, not just awkward.

Troubleshooting

The Save button is greyed out

• A subject is required. Enter one and Save becomes available.

I don’t see a Notes section on the profile

• Your admin role may not include the notes permission. Ask your Account Owner to review your role.

I need to fix a note I already saved

• Notes cannot be edited. Add a new note that corrects the record, referencing the original by date.
• Delete the original only if it is factually wrong and the correction note covers it.

A note appeared that nobody on the team remembers writing

• Screening decisions create notes automatically: Police Check overrides, volunteer rejections, and reference rejections all save their written explanations as notes.

Notes

• Notes are visible to church admins only, never to the volunteer.
• The author and date are recorded automatically on every note.
• A subject is required before a note can be saved.
• Notes cannot be edited. Add a correcting note, or delete (with confirmation) when one is genuinely wrong.
• Screening decisions save their explanations as notes automatically.
• Write every note as if it could be read in a review later.

Last reviewed

June 11, 2026