Navigation: Alerts & Notes
Overview
The Notes feature allows you to add, manage, and organise important information about your customers directly on their profiles and bookings. This comprehensive tool helps your team maintain detailed records of customer interactions, set reminders for follow-up actions, and flag critical information that requires attention.
Accessing Notes
You can access the Notes feature from various areas of Clava; via the Alerts & Notes navigation, via any customer profile in both the POS and Check-ins interfaces and within a booked Session, Course or Group Booking.
Creating a Customer Note
Navigation: Customer > Search > Notes.
Basic Note Creation
Navigate to a customer profile
Click the "Add Note" button in the Notes section
Enter the note description
Enter the Priority level (Low, Medium, High, Servere)
Mark the note as an alert
Mark the note as a To-Do (allows it to be marked as resolved by staff)
Add optional tags
Attach any required file (photo etc)
Click "Save" to create the note
Note Types
You can create three types of notes:
Standard Notes: For general information about customers
To-Dos: Action items that need to be completed, which can be assigned to specific operators
Alerts: Critical information that will display prominently on the customer profile
Viewing Notes
Notes are displayed in a chronological timeline, grouped by month and year. Each note card shows:
Priority status indicator
Alert or to-do indicator (if applicable)
Creator information
Creation date and time
Preview of note content
Associated tags
Click View note to go to the customer account and view its full content and available actions.
Managing a Note within a customer profile
Editing Notes
Click the green pencil icon
Click the "Edit Note" button
Make your changes
Click "Update" to update the note
Completing To-Dos
Click the green pencil icon
Click "Mark as Resolved"
The to-do will be visually marked as completed but remain in the history
Deleting Notes
Click the green pencil icon
Click "Delete Note"
Confirm deletion in the dialogue box
Commenting
Anyone admin user who can view notes can also comment on a note.
View any note
Click on comment
Using the rich text editor, add any text comment
Click save to add the comment
Comments can be deleted by clicking on the 🗑️ trash can icon
Best Practices
Use consistent tagging to make filtering more effective
Reserve alerts for truly critical information to avoid alert fatigue
Assign clear owners for to-dos to ensure accountability
Set appropriate priorities to help your team focus on what matters most
Use the rich text formatting to make complex notes more readable
FAQs
Can I create a note for multiple customers at once?
Can I create a note for multiple customers at once?
Currently, notes must be created individually for each customer profile. However, you can copy and paste note content between profiles if needed.
Who can see the notes I create?
Who can see the notes I create?
All notes are visible to any operator with access to customer profiles. There are no private notes in the current version. Notes are also not visible to customers.
Can I export notes for a customer?
Can I export notes for a customer?
There is no direct export function, but you can copy the content of expanded notes if needed for external use.
Are there limits to how many notes I can create?
Are there limits to how many notes I can create?
There are no practical limits to the number of notes you can create per customer.
Can I add attachments to notes?
Can I add attachments to notes?
Yes you can add file attachments to notes by clicking on the 📎 Attachments button
Need Help?
If you have any questions or need assistance with the Notes feature, please contact our support team at [email protected] or through the in-app chat support.