The Alerts & Notes section in Clava is a centralised hub for all important information and action items related to your customers and your team. It's designed to keep your staff informed, improve customer service, and ensure that key tasks are not forgotten. This guide will walk you through the different features and how to use them effectively.
Navigation: Alerts & Notes.
The Main Dashboard
The main screen for "Alerts & Notes" provides an overview of all current items. Each item can be selected to display those note types.
Active Alerts: The number of ongoing alerts that require attention. Alerts are typically used for high-priority information that staff must be aware of immediately.
To-Do Items: A count of tasks that need to be completed. These are action-oriented notes assigned to staff members.
Normal Notes: The number of standard notes that provide general information. These are not alerts nor to-do items but are still valuable for context.
Completed.
Below the summary, you can search notes by any relevant text. To the right is the filter button.
Filtering and Searching Notes
To find specific notes quickly, you can:
Search: Use the search box to find notes containing specific text
Filter by Date Range
Filter by Priority
Filter by Attachment: See notes created within Sessions, Courses and Group Bookings
Added by: filter by the operator who created the note
Tags
Viewing and Managing Existing Notes
The body of the page displays a list of all your notes and alerts, each in its own card. Each card contains the following information:
Type and Priority: The note's type (Alert, To-Do, Training, etc.) and its priority level (Severe, High, Medium, Low, Unassigned). This is colour-coded for quick visual identification.
Customer/Subject: The customer or subject the note is about.
Creator and Timestamp: Who created the note and when.
Note Content: The detailed description of the alert or note.
Quick Actions: Edit pencil icon
Modify the note's content, priority, or type.
Mark as Resolved: Change a To-Do item to "Completed."
Delete: Remove the note entirely.
Creating a New Note or Alert
To add a new note or alert, click the + Add New Note button, which brings up a pop-up window with several fields:
Select Customer - Optional: Start typing a customer's name or scan their customer code to link the note to their profile.
Attach to Schedule
Schedule drop down menu will appear allowing you to select the Session, Course or Group Booking that the note relates to.
Filter button is available to filter the results for busy schedules.
Note Body: Write the content of your note. You have basic formatting options (bold, italic, underline) to make your text clear.
Priority: Set the priority to
Low,Medium,HighorServere. You can also choose to leave it unassigned. The priority level determines the colour of the note card and its urgency.Type: Select whether to Mark as Alert or Mark as To-Do.
Alerts are for critical information that staff need to be aware of immediately upon a customer's check-in.
To-Do items are for tasks that need to be completed - selecting this option will then allow you to assign the to-do to a team member.
Leaving both options unchecked will create a standard Note.
Tags: Use the tag field to categorise your note. You can type to create new tags or select from the list of common ones provided, such as:
accidentAlertBelayBirthdayCard detailsHealthRentalSafetyTraining
Attachment: You can attach files in JPG, PNG, GIF, or PDF format to the note for additional documentation.
After filling out the necessary information, click Create Note to save it. The new note will appear on the main "Alerts & Notes" screen.
If you have any questions, please contact our support team through the Help Centre or by emailing [email protected].