This article explains the different ways to share notes with clients, guardians (primary contacts), and third-party participants, and how to confirm they can access shared notes.


Questions answered in this article:

  • How can I share notes with my client or their guardian?
  • How can I share notes with third party participants?
  • How can I be sure that once I toggle the button to share a note to the client portal, they’ll be able to see it?
  • Can I directly email the notes to my client?
  • What is the use of the “more” button in the notes tab?


View instructional video(s) on this topic below:


Related articles:


IMPORTANT: To ensure clients, primary contacts, and third-party participants can receive notifications and view shared notes in their client portal, they must be added in the People tab within the Client Chart Modal.


For each person, make sure:

  • Online access is enabled
  • Email notifications are turned on


Without these settings, shared notes may not be visible or notifications may not be delivered.

Ways to share a note


You can share notes using any of the following options:

  • Share button (Client Portal sharing)
  • Download button (PDF export)
  • Email button (Send PDF note via email)

Accessing Notes


  1. Go to the Notes page by clicking the Notes tab under My Office in the top-left menu, or access it directly from the client portal.
  2. To access a particular client note, simply navigate to the "Client" section within the notes page.
  3. Please select the client note you wish to share from the list of available notes.
  4. After selecting a note, a notes modal that will appear, displaying the following:
    a. Session details
    b. Various options for sharing the note
  5. a. You have the option to sign this note.
    b. Within the "More" button menu, you can duplicate the note, delete it as needed, or add a sketch (beta version).


Using the Share Button


  1. Click on the Share button located at the top of the notes modal.
  2. To designate a recipients for the note you want to share, click on the toggle button next to the name(s) of the client(s), primary contact(s), or third-party participant(s).
    Note: You can include primary contacts or third-party contacts by navigating to the People Tab within the Client Modal.

  3. After selecting the individuals to share a note with, click on the Confirm button.

    Note: Ensure that the individuals you intend to share a note with have access.

    To confirm and enable their accessibility, refer to this article Enabling email and SMS notifications (or refer to the related articles above).

       

Using the Download Button


  1. Select the Download button from the notes modal.
  2. To select an option for downloading, you can either:
    Download the PDF with a password, or
    Download the PDF without a password.




Using the Email Button

  1. Select the Email button from the notes modal.
  2. To choose and select who will receive the email attached with a note, click on their name(s) and a check mark will appear beside it.
    Note: Ensure that the individuals you intend to share a note with have access.

    To confirm and enable their accessibility, refer to this article Enabling email and SMS notifications (or refer to the related articles above).

  3. After selecting the recipients for the note, click on the Email Note button. It will prompt you to set a password by default. You may now click Send.

  4. Alternatively, if you click the Arrow down beside the Email Note button. You have an option to send it with or without password.