Use admin notes to track participant information

Use admin notes to track participant information

Admin notes let you keep private records on individual participants — session observations, follow-up reminders, or anything relevant to their progress. Notes are visible only to admin users and never shown to participants.

Before you begin

  • You must have an Admin role in the organization.
  • The participant must already be a member of your organization.

Open the Notes tab

  1. Click on a participant’s name or avatar anywhere in your program — the member list, a channel, or the feed.
  2. Their profile panel opens on the right side of the screen.
  3. Select the Notes tab.

The Notes tab only appears when an admin views a participant’s profile. You won’t see it on your own profile or on other admin profiles.

A banner at the top of the tab confirms: “Notes are only visible to Admin users.”

Add a note

  1. Type in the editor at the top of the Notes tab. The placeholder reads “Add a note, use @ to mention…”
  2. Format your text with bold, italic, underline, links, or bullet and numbered lists using the editor toolbar.
  3. To mention another admin, type @ followed by their name. A list of admin team members appears for you to select from.
  4. Click Add Note.

Your note appears at the top of the list. Each note shows the author’s name, avatar, and timestamp.

Delete a note

  1. Hover over the note you want to remove.
  2. Click the three-dot menu that appears in the top-right corner of the note.
  3. Select Delete.
  4. Confirm by clicking Delete in the confirmation dialog.

Deleted notes cannot be recovered.

Export notes to CSV

If you need notes outside of upcoach — for record-keeping or sharing with a co-facilitator — you can export them.

  1. Open the Notes tab on a participant’s profile.
  2. Click the download button in the top-right corner of the tab (next to the visibility notice).

The export downloads a CSV file with four columns: participant name, admin name, timestamp, and note text. Timestamps are converted to your timezone. The filename follows the pattern notes-{participant-name}-{date}.csv.

The export button only appears when the participant has at least one note.

What to do next