Employee and Company Notes

Notes have been improved with brokers in mind…facilitating communication with employees, HR and within your agency.  Using the Employee and Company Note features, you have lots of options!

• Decide who can see your notes. Keep them private in your agency, share them with HR or post them on the employee home page.
• Easily turn a note into a conversation.  Broker and HR can comment on notes creating a social experience.
• Track and consolidate important information on your clients and their employees. 
• Interested in a particular note?  HR and brokers can “follow” a note and keep on top of important topics. 

 

Add a Note:

Add a Company Note

From the Company Home Page, select "Add Notes" in the top right hand corner of the page. 

• Subject: Add the "title" of the note which will display on the agency and company walls.
• Note: Add the content of your note. 
• Share it with HR?: If checked, the HR Users for the company will be able to view the note on the company wall. 
• Follow this note?: If checked, you will be able to quickly access the note when viewing your "followed" notes on the wall.
• Send email to recipient(s) too?: If checked, an email including the contents of the note will be sent to the HR User(s) IF "Share it with HR" is also selected. **Remember to review your note to ensure that no HIPAA information is included when selecting this option.**

Add an Employee Note

From any Employee Page, select "Add a note" to the right of the employee's name.

• Subject: Add the "title" of the note which will display on the agency and company walls.
• Note: Add the content of your note. 
• Share it with HR?: If checked, the HR Users for the company will be able to view the note on the company wall and on the employee's Employee Management page.  
• Share it with the employee?: If checked, the employee will be able to view the note by accessing the "Notes" category of their Profile. 
• Follow this note?: If checked, you will be able to quickly access the note when viewing your "followed" notes on the wall.

IMPORTANT! Information on sharing notes:

By default, notes will automatically be shared with users that have the same user roles as the creator (e.g. if an HR user adds a note, all other HR users under that company will see it as well) in addition to anyone you select to share.

However, HR users can mark a note as Private, which will flag it as a private note and only be visible to the note's author and other HR users with permission to Manage other HR Settings. HR users that do not have permission to manage other users will not see these notes.

Attach a Document to a Note:

Attach a document to a company or an employee note by using the 'click to add a file' button when adding a note.

• Documents added to a company note will be accessible when selecting the note from the agency or company wall.  
• Documents added to an employee note will be accessible when selecting the note from the agency or company wall and can also be accessed on the Employee's "Documents" tab. 
• Note! When attaching a document to an employee note which is not shared with the employee, the employee also will not have access to view the document.

IMPORTANT! In order to preserve data integrity and prevent fraud, employee notes cannot be edited or deleted. It is recommended that users review notes for notes and attachments for accuracy prior to saving.

If an employee note is added incorrectly or a mistake was made, the author of the note can change the sharing permissions to "Private" to limit the visibility to only the author of the note and HR Users with "Manage other HR Settings". 

 

View a Note:

All notes can be viewed from the Wall.  We have added a new “Notes” section to the left navigation with several filter options:

• Note Type:  Defaulted to display all note types. To view specific note types, select that note type from the drop-down list. (Notes only)

• Checklists:  Incomplete will display all notes with incomplete checklist items. Once all checklist items have been completed for a note, the card will drop from the Incomplete list. To view cards with completed items, select Complete. To view cards with no checklist items, select None. To view all cards, regardless of checklist statuses, select All.

To see additional filter/sort options, click Show More. 

• Following:  When checked, only notes the user is following will be displayed. (Notes only)

• Sort By:  Reorder cards to display newest first (on top) or oldest first.

• Date:  Filter results to only show events that occurred or notes that were created between a specified timeframe by inputting dates in the From and To fields.  

• Number of Results:  Limit the number of events/notes to display on screen by only showing the most recent X number of cards. The maximum number allowed is 250. Note! To view more events/notes on the Wall, scroll to the bottom of the page and click Show More under the last visible card. Regardless of dates and total number of events/notes, cards will never drop off the Wall.  

Tip: Broker users have a Company filter (below the events notes) to use in combination with the above mentioned filters to limit the search to a specific company.  

Broker and HR users can also view employee notes on the Manage Employee Page when you are looking for information on a specific employee.  Go to the company, search for an employee, and see all notes (for which your user has been assigned permission) to view. 

Note Cards

By default, all note "cards" are displayed on the Wall/Notes page and sorted by newest to oldest. Notes also display the company and employee name in the top left of the card for quick navigation. The body of the note displays in the middle of the card, and the note creation date/time stamp and author are listed on the bottom left. Like event cards, if a note has comments or checklists, those icons will display on the bottom right of the card. Users can also follow notes by clicking Follow in the upper right of the card. All followed notes can be easily identified by using the Only Following filter.

With notes, users can add checklist items on the fly. To access the checklist tool or to post a comment, click on the card to pop it open. To add checklist items, click the Checklist button under the Actions menu on the right. To add additional tasks, click +Add.

Example checklist: A company note was posted regarding their upcoming renewal. An agency may want to add checklist items that need to be completed prior to the client renewal discussion, such as running quotes, completing annual paperwork, etc. Each to-do item can be added to the note as a way to track progress and items still requiring action.

Below the Actions menu is the Share settings for a note, which allows users to change who the note is shared with, even after it’s been posted. If a note’s author is an agency user, all users under that agency have the ability to edit the share settings. The same is also true for HR users under the same company. Note!  Notes created by agency users are visible to all other users under that agency. Likewise, all notes created by HR users are visible to all other HR users under that company.

 

FAQs

Can I delete an employee/company note?

No. Once they've been created you can't delete a note, but the sharing permissions can be set to "Private".

Can I edit an employee/company note?

If you were the creator of the note, you can select the note which will allow you to modify the sharing permissions only. The content of the note cannot be edited and attachments cannot be removed. Important:  only the creator of the note can edit settings on a note.  

As noted in the article above, these safeguards are in place in order to preserve data integrity and prevent fraud. It is recommended that users review notes for notes and attachments for accuracy prior to saving.

If an employee note is added incorrectly or a mistake was made, the author of the note can change the sharing permissions to "Private" to limit the visibility to only the author of the note and HR Users with "Manage other HR Settings".