On a client or Circle’s dashboard there is a notes area. You can add notes to keep on top of everything i.e. making note of a call or meeting minutes.
Clicking into this box allows you to enter in your message, including mentioning colleagues with the @ symbol to notify them of an update to the record. When ready, press the green send icon.
Note Types
There are four different types of notes, indicated by these symbols:
In order, they are a general note, a phone call, email and a meeting. This allows you to categorise the type of note.
You can make notes in a variety of different places in Plannr, including on Plans, Cases, Tasks and Risk Assessments. These notes are collated at a client or Circle level on the client or Circle dashboard. Under each note, you can see the location of the note e.g. ‘Board Task / Book Meeting With Client’.
Notes can be edited or deleted by anyone in your firm by hovering over the note and selecting either the pen or the bin icon respectively.
An indicator on notes will highlight if a note is pinned or not:
Filtering Notes
You can filter by both note type and note location.
The possible note types are as above, and the possible note locations are:
Client
Task
Case
Risk
Plan
You can use a combination of these to narrow down your notes so you see exactly what you need. To remove the filters, simply click the x on the remove filters button that appears.
Notes within cases and tasks are not visible to the client. Additionally, notes within cases and tasks never appear in the Fact Find or Fact Find Snapshot.
Making Notes Visible to Clients and in the Fact Find Snapshot
To manage note visibility effectively during client interactions, follow these steps: This includes ensuring that notes intended for the Fact Find Snapshot are added correctly.
Go to the Client Record: Navigate to the specific client’s profile
Access Personal Details: Within the client record, locate the personal details section in the left-hand menu, then sub-sections of this menu can have visible notes to be viewed within a factfind request
Add or Edit a Note: Create a new note or edit an existing one, you can do this in the top middle section with the client's name - you will see a blue button for "Notes". The notes will relate to which ever section you make them in
Toggle Visibility: Mark the note as 'visible to client' to ensure it appears in the client's Factfind to be viewed by them Notes added at other levels, such as Cases, Plans, Risk, or Tasks, will not appear in the Fact Find Snapshot, regardless of their content.
Notes created outside the personal details tab or those not marked 'visible to client' will remain private. If the Note doesn't have the option to make is visible, then the note is private automatically. For best practices, add notes intended for the Fact Find Snapshot at the client level and mark them as visible to the client. Furthermore, notes added at the Case, Plan, Risk, or Task levels are always private and cannot be made visible to clients.