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This article applies to the following role permissions:
Administrator - Director - Group Manager - Faculty/Staff
Privacy Levels
The Notes and Reason Codes tab of a student’s Appointment Details offers several levels of privacy for notes. Privacy Levels are customized for a group level by group administrators upon initial group configuration.
The group privacy levels determine if notes are kept completely private, or if employees can share notes, with the group, the entire department, or publicly. Privacy levels also exist within the Appointment Details itself. This allows a moderator to mark notes private for specific meetings if needed.
Regardless of privacy levels, the notes section is not student facing, and serves as an internal communication tool and student record documentation tool.
Public: Notes marked public are available to anyone with the Faculty/Staff role and above across all Departments in the platform. A counselor, for example, could see a public note written by a tutor, and vise versa.
Department: Notes marked Department are available to anyone with the Faculty/Staff role and above within the Department of the staff member who held the meeting. Some Departments include multiple Groups, so all Faculty/Staff users within all Groups in the Department can see the Department notes.
Group: Notes marked Group are available to anyone with the Faculty/Staff role and above within the same Group as the staff member who held the meeting.
Private: Notes marked Private are available only to the individual staff member who held the meeting.
What about Front Desk Agents?
Front Desk Agents do not see a Notes and Reason Codes tab on the Appointment Details. Front Desk Agents do not have access to any in-meeting notes.
Figure 2 illustrates the difference in the Appointment Details for a user who has a Faculty/Staff role or above and a user who has the Front Desk role. Only the Faculty/Staff or Group Admin user has the Notes and Reason Codes tab.
Figure 2
