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Student Notes are private records you create and save for your own reference within a student’s profile. Each note can hold roughly two to three pages of content. Fully qualified URLs (for example, http://www.collegeplannerpro.com) will automatically become clickable links. You can also copy and paste text directly from other applications, such as Microsoft Word or Apple Pages.
Notes are completely private—they are not visible to students or parents. Use them to capture information you’d like to retain within each student’s account, such as session notes or progress updates after your meetings.
Notes can be printed at any time. While they remain private by default, you can choose to email a note—or a portion of one—to students or parents if needed. You can also easily search through your saved notes to find specific details.
How to add a student note
- Navigate to the Student's Profile
- Click on the “Add New Note” from the toolbar
- Choose the appropriate “In reference to” icon (Phone Call, Meeting, Email, Session)
- Add your note content
- Choose the status of the note (See "How to set a note to Open" below)
- "Save Note"
How to set a note to “Open”
“Open” notes are designed to indicate there's a follow-up expected for a specific note. Perhaps a phone call is needed or another meeting needs to take place. By leaving a note “open”, the note will appear on your calendar, and alerts may be set up so as to let you know that further action is required. All “Open” notes will also appear on the Students Main page.
- Create the Note as listed above
- Ensure the "Note status" is toggled to "Open"
- From the drop-down list, select what the follow-up is in reference to
- You may set up a follow-up date with alerts
- "Save Note"
Search for Notes
You may search for keywords in your student notes. For more information on searching through your notes, check out the article, "How do I search for clients, colleges, and notes?"
Email Notes
You have the option of copying the student or parent on the email, in addition to up to 3 more recipients. You will have a complete history of what notes were sent by email. After sending the email, you'll see a little icon within the Note's display, which will indicate you've emailed the Note. After emailing a note, you may also view the note content and the list of recipients. For more details, see "How do I view an emailed Note?"
How to email students or contacts using Notes
- Click on the Note to be emailed
- Select "Save & Email Note"
- Select to whom you would like to email the note (remember, you can include multiple recipients)
- Edit the subject line(Optional)
- Compose your email by editing the note content
- Choose whether you want to email the note now or at a later time
- You can schedule a note to be emailed up to 2 weeks out. You can also pick at what time you'd like the email to be sent:
Additional editing of the email
- The toolbar within the Email body provides several options so that you may customize your email.
- Change font color, size, and color
- Clickable links may be inserted to direct clients to a specific website
- Bullets and tables may be added
- Attach Files
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