Managing Employee Notes

⚡ What Are Employee Notes?

Every employee's profile includes a Notes section, where your team can add a quick comment about something worth keeping track of. This could be a note that someone called in sick, showed up late, or has consistently been on time. The kind of thing you want to keep track of informally, before it rises to the level of something more formal like a Performance Review.

⚠️ | Important: Notes are not visible to employees, but they are visible to other Administrators who have access to Notes, so keep that in mind when adding one.

🔎 Why Use Employee Notes?

• Consolidate what you want to track: Instead of digging through other areas of the platform, like time off requests to piece together context on an employee, add a Note so it's kept in one place, right on their profile.
• Word it however makes sense: A Note can be positive, negative, or entirely neutral; like a reminder that an employee uploaded a copy of a certificate on a certain date. You have the freedom to phrase it however you'd like, with as much or as little detail as you need.
• Build a record before something formal: If you eventually need to put together something more formal, like a Performance Review, your team can look back at the Notes you've already been keeping.
• Review at scale: Employee Notes can also be pulled into a Report covering all employees for a given time frame, rather than checking each profile individually.

🔐 Access required

Employee Notes is available on all plans. 

Who can access Employee Notes?

• Super Administrators: Full access to add, edit, and delete Employee Notes.
• Team Administrators: Can access Employee Notes if they have the Employee Notes Access permission enabled. Limited access to which employee's notes based on the permissions granted for the relevant Employee Groups under View Employee List. If you are unable to access, please confirm your permissions with a Super Administrator.or.

📋 Topics covered in this article:

• Accessing Employee Notes
• Adding Employee Notes
• Editing Employee Notes
• Deleting Employee Notes
• Frequently Asked Questions About Employee Notes

📚 Related articles:

• A Guide to the Employees Notes Report
• A Guide to the Employee Files Report
• A Guide to the Employee Information Report
• Check out our dedicated Employee Management section to find how-to guides, FAQs, and more.

Accessing Employee Notes

Notes live within each employee's individual profile, so you'll need to open their profile before adding, editing, or deleting one. Notes can be added to employees with any status: Active, Pending, On Leave, or Inactive. For example, if an employee is on leave, you might add a Note to record that the latest update or when they are coming back. 

1. Click the Employees tab.
2. Select the appropriate Employee List on the left-hand navigation bar: Active, Pending, Inactive, or On Leave List.
3. Search for the employee, and under Edit, click the pencil icon next to their name.
4. From the left-hand navigation bar, select Notes.
5. The page will refresh to the Notes section of the profile! 

Adding Employee Notes

Once you're on an employee's Notes page, adding a new Note only takes a moment. Every Note is automatically stamped with the date, time, and year it was added and who added it, and can be edited later if needed.

1. Under Notes page, click the text box and enter any internal comments or information necessary.
2. Once done, click Add Note.
3. The page will refresh and the Note will be at the top of the list! 

Editing Employee Notes

Once a Note has been added, you can go back and edit the content if needed.

⚠️ | Warning: Editing a Note updates its timestamp and moves it to the top of the list. The previous version is not kept. If you'd like to preserve a historical record, we recommend keeping the original comment as-is and adding your updated content above it, noting the date of the original version.

1. Under the Notes page, under Action, click the pencil icon that corresponds with the Note you want to update.
2. Click the text box and update the information as needed.
3. Once done, click Update Note.
4. The page will refresh and the updated Note will be at the top of the list!

Deleting Employee Notes

⚠️ | Warning: Deleting an Employee Note is permanent and cannot be undone. Once deleted, all associated content will be removed with no historical record.

1. Under the Notes page, under Action, click the trash can icon that corresponds with the Note you want to remove.
2. A pop-up titled Delete Note will appear, click Yes to proceed or Cancel to go back.  
   1. If Yes is selected, the page will refresh and the Note will be permanetnly deleted. 

Frequently Asked Questions About Employee Notes

Have questions about adding or managing Employee Notes? Whether you're wondering who can see them or how to review them in bulk, this section provides quick answers to help you keep your records organized with confidence.

Q: Can employees see the Notes added to their profile? 
A: No. Employee Notes are internal only and are never visible to the employee.

Q: Is there a way to review Notes for all employees at once, instead of profile by profile? 
A: Yes. Refer to the Generating the Employee Notes Report article for a report that lists Notes across your company for a given date range.

Q: If I give a Team Administrator access to Employee Notes, will they be able to see all the details on the employee's profile?
A: No. the Employee Notes Access and View Employee List permissions only let a Team Administrator see the employee's legal and preferred names, whether they're linked across other locations (if you use the Linked Employee Profile feature), and the Notes themselves. 

Seeing other details on the profile, such as personal or employment information requires additional permissions granted under Employee Setup (e.g. Employee Basic Info), along with permission to the relevant Employee Groups under Update Employee Information, View Employee Information, and View Employee List. These are what drive what a Team Administrator can see on an employee's profile.

Additional Information

Need further help? Refer to our Getting Help & Contacting Support article for the latest support options and ways to connect with our team.