How do I record notes on an Employee record?

This is done in the Memos tab of the Employee Form. Memos can be anything you would like to record and have easily accessible. For instance, keeping records of disciplinary matters, tracking staff training or making notes from appraisal meetings.

You can change the privacy settings to either prevent or allow other Users access to view Memos you have created.

This guide will look at:

  • Memos and User Rights
  • Creating Memos
  • Privacy settings
  • Editing Memos

Memos and User Rights

Before a User can create a Memo, they need to have the appropriate User Rights.

  1. Select ‘System’ from the Menu Bar.
  2. Select ‘Users’ from the System Tree.
  3. Select the required User.
  4. Select the ‘Objects’ tab.
  5. In the ‘Employees Tabs’ section, make sure ‘Memos’ is ticked. This allows the User to see the Memos tab in the Employee Form.
  6. Select the ‘General’ tab.
  7. In the ‘Edit’ section, make sure ‘Employee: Memo’ is ticked. This allows the User to create their own Memos.
  8. Save.

Creating Memos

  1. Select ‘Employees’ from the Menu Bar.
  2. Select the required Employee from the Employee Tree.
  3. Select the ‘Memos’ tab.
  4. Select ‘+Add Memo’.
  5. Write your notes in the ‘Memo’ box. The time, date and User are auto-filled.
  6. Save.

Privacy settings

The ‘Public’ box is where you choose to keep a Memo private to you or to allow other Users to view it as well.

Public Ticked

Memo can be viewed by any User who has access to the employee and the Memos tab.

Public Unticked

Memo stays private to the User who created it (only they can view it).

It’s important to note, Full Administrators can view all Memos, even with the Public box unticked. Likewise, other Users can also view all Memos if they have been granted the relevant User Right.

To change a User’s setting, navigate to:
Users > General > Action > Employee: Memo: ViewPrivate

Editing Memos

Editing a Memo

You can edit the Memo itself at any stage after saving. However, the time and date of the edit will not be recorded. Therefore, if you wish to make important edits, and require a date stamp, it’s advisable to create a new Memo instead.

You cannot edit another User’s Memo.

Deleting a Memo

You can only delete a Memo that you created. Do this by selecting the ‘Delete Memo’ cross. 

You are prevented from deleting another User’s Memo.

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