Notes let admins record internal information about a member — meeting summaries, safeguarding follow-ups, payment arrangements, or anything else your club needs to remember. Each note is scoped to a specific group, so it's only visible to admins of that group.
Notes are admin-only. The user themselves cannot see notes on their profile, and neither can their parents. Treat them as internal staff records.
Add a note
Open the user's profile from Management > Contacts or from your Team roster.
Click the Notes tab.
Click Add note.
Write the note. You can attach a file (PDF, image, document) for context.
Under Visibility, choose which group's admins can see the note. The list shows every group where you have permission to create notes — pick the top-level organization to share with all admins, or a specific team to keep it scoped.
Click Create note.
Who can see and edit a note
See — admins and staff of the group selected in the note's visibility setting. If you pick the top-level organization, all top-level admins can see it; if you pick a team, only that team's admins do.
Edit and delete — the note's author can update or remove it. Other admins with note access can read but not modify.
The user and their parents — cannot see notes at all, regardless of visibility setting.
Find existing notes
The Notes tab lists every note in reverse-chronological order. Use the filters at the top to narrow by group, author, or date — useful when a player has accumulated many entries over time.
Notes about minors. If your jurisdiction has data-protection rules (GDPR, COPPA) around records on children, treat notes the same as any other internal record — minimize personal data, document the legal basis, and review retention periods.