Official Note Types

Admissions managers can create official note types to categorize and organize official notes. Since official notes can be used to communicate with prospective families and to communicate internally with other staff members, admissions managers might create note types such as “Follow Up” or “Thank You” to organize communication with prospective families, and note types such as “Phone Call” or “Notes” to organize internal communication.

Official note templates can be associated with official note types. When composing an official note, admissions managers and staff can select a note type (e.g. Follow Up) and then select an associated template (e.g. Follow Up - Campus Visit).

For each note type, managers can determine if candidates, parents of candidates and/or staff can view the notes. Managers can also determine if users should receive an email alerting them when a new note is written. Candidates and their families will see the official note types in their Inbox and on their Official Notes page.

  1. From the persona menu, select Enrollment management.

  2. Next select Communication, then Official Notes.

  3. Select Add Type under Note Types.

  4. Enter additional information:

    1. Type Name: Enter a descriptive name for the note type (e.g. Phone Call).

    2. Status: Select "Inactive" if the note type should no longer be used.

    3. Templates: Select the templates that should be available when composing this type of note.

    4. Access:

      • Select Display if the author of the official note can choose to share the note with candidates, parents of candidates and/or staff.

      • Select Required if the note should automatically be shared with candidates, parents of candidates and/or staff.

      • Select Email if an email should be sent to candidates, parents of candidates and/or staff when a note is written.

  5. Select Save & Close.

Platform managers can also enable an option for admissions managers to delete official notes. This option is disabled by default.

  1. From Enrollment management, select Communication and then Official Notes.

  2. Select Allow Admissions Managers to delete Official Notes to turn this feature on.

Note: This change does not affect admissions staff, only users with the admissions manager role.