Overview
This article guides you through the process of adding Notes to a Member.
The article is divided into the following ten topics:
Prerequisites
Role
Scope
Use case
Staff notes
Ad hoc SMS correspondence
Automated SMS correspondence
Navigation
Branch level
Add a staff note
Prerequisites
Role
Your Role must have the Manage member Permission.
Preset Roles that have this Permission are:
- Admin
- Master Franchiser
- Franchisee
- Branch Manager
- Receptionist
Scope
You must have an Admin, Master Franchiser, Franchisee, Branch Manager or Receptionist Role within the Branch the Member "Belongs to".
For more information on Roles, click here.
For more information on Permissions, click here.
Use case
Notes keep a date stamped log of all communication made with a Member.
The Notes panel displays:
- Staff notes
- Ad-hoc SMS correspondence - For more information on Ad-hoc SMS, click here
- Automated SMS correspondence - For more information on Automated SMS, click here
Notes are generated in three ways:
Staff notes
Staff notes are used to:
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Manually record information related to the Member
- Manually record communication made with the Member
- Manually record billing arrangements made with the Member
- Provide reminders to Staff members of tasks to be performed for (or with) the Member
Note: Staff notes can contain text and emojis, but must not exceed the maximum of 2000 characters.
Multiple Staff notes can be added to a Member. Staff notes can be edited or removed.
Ad hoc SMS correspondence
Ad-hoc SMS messages (sent to a specific Member) are recorded to:
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Alert Staff members when an SMS message has been sent to a Member
Note: Ad-hoc SMS messages display an 
Tag on the right-hand side and the name of the Staff member that sent the SMS message.
Ad-hoc SMS Notes are automatically added by Clubware, and can not be edited or removed.
Automated SMS correspondence
Automated SMS messages (sent to multiple Members) are recorded to:
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Alert Staff members when correspondence has been sent to a Member
Note: Automated SMS messages display an Tag on the right-hand side and the name Gym as the sender.
Automated SMS Notes are automatically added by Clubware, and can not be edited or removed.
Navigation
Notes are added at Branch level within the Branch the Member "Belongs to".
Branch level
To add a Staff note at Branch level:
Navigate to Branch level (blue menu)
Select a Branch (optional)
Click on Members
Add a staff note
To add a Staff note to a Member:
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Select the Member from the Member list
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Scroll down to the Member Notes
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Click Note
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Type your Note
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Click Add Note
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The Staff note will be displayed with the name of the Staff member that added the Note and a date-time stamp of when the Note was last modified:
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