What are Notes in Enrollio?
Notes in Enrollio help you capture important details about families, track enrollment updates, and keep your team aligned. Whether you're following up with a prospective family, tracking an enrollment, or managing multiple contacts at a childcare center, Notes give you a centralized place to document everything that matters.
Notes are strictly for internal use—parents and families will never see them in their portal or communications.
Why Use Notes?
Notes help childcare businesses stay organized and maintain continuity across their team:
- Centralized Information: Keep tour notes, payment reminders, and family preferences in one place
- Team Collaboration: Share context with staff without exposing internal details to families
- Better Follow-ups: Document phone calls, tour feedback, and enrollment discussions for future reference
- Flexible Organization: Search, filter, and view notes exactly how you need them
Notes for Parents and Families
Each parent or family in Enrollio has their own Notes section where you can document updates specific to that contact.
Notes are tied directly to the selected parent or family record. This is where you'll log tour summaries, payment confirmations, scheduling preferences, or anything else your team needs to remember.
Accessing Notes from a Family Record
- Open the Parents or Families module
- Click the Notes icon (pen and paper symbol) at the top of the family's record
- The Notes panel opens, showing all notes for that family
Notes for Enrollment Opportunities
When you're tracking an enrollment, you'll see notes from the primary contact and any related family members all in one place.
By default, you'll see notes associated with the primary contact on the enrollment opportunity. Use filters to include notes from other family members connected to the same enrollment—helpful when both parents are involved in the enrollment process.
This consolidated view helps enrollment coordinators see all interactions tied to a potential enrollment without switching between records.
[SCREENSHOT: Enrollment Opportunity record showing Notes section with filter options]Notes for Childcare Centers
The Centers module aggregates notes across all contacts associated with a childcare center or multi-location business.
Instead of viewing notes for one person at a time, you'll see discussions and updates across multiple linked contacts. This gives you a center-wide perspective—ideal for directors managing relationships with multiple decision-makers at one location.
[SCREENSHOT: Centers module showing aggregated notes from multiple contacts]How to Use Notes
Adding a Note
- Navigate to the Notes tab within a parent, enrollment opportunity, or center record
- Click + Add Note
- Type your note (tour feedback, payment discussion, next steps, etc.)
- Click Save
Pro Tip: Be specific in your notes. Instead of "Called parent", write "Called about aftercare availability—interested in 3-5pm slot starting next month."
Searching for Notes
Use the Search bar in the Notes section to find entries by keywords. Try searching for terms like "tour", "payment", "waitlist", or a specific program name.
[SCREENSHOT: Notes search bar with sample search term]Filtering Notes
Click the Filter icon in the Notes section to narrow down which notes appear. This helps you quickly find specific information without scrolling through everything.
Available filters:
- Parents/Families: Show only notes for a specific family member—useful when multiple contacts are linked to one enrollment
- Enrollment Opportunities: Display notes related to a specific enrollment—helps enrollment teams track deal-specific conversations
- Created By: Filter by which staff member created the note—helpful when multiple team members manage the same family
Sorting Notes by Date
Click the Sort icon to arrange notes by when they were created:
- Ascending (Oldest First): Review the full history in sequence, from first contact to present
- Descending (Newest First): See the latest updates at the top—most useful for quick check-ins
Frequently Asked Questions
Can parents see the notes I add to their record?
No. Notes are for internal use only. Parents and families cannot view notes in their portal, emails, or any communications from your center.
Who on my team can view notes?
Any team member with access to the record (parent, enrollment opportunity, or center) can view notes. Visibility may depend on user roles and permissions you've configured.
Can I export notes for reporting?
Notes cannot be exported as a standalone report. However, they're included when you export records (like families or enrollments) using the Smart Lists feature.
Can notes trigger automations?
Notes themselves don't trigger automations. However, you can use other actions (like status changes on an enrollment opportunity) to trigger automations, and manually add notes alongside those actions for your team's reference.
Pro Tip: Use notes to document why something happened. Automations can show what happened ("Status changed to Tour Scheduled"), but a note can explain the context ("Parent prefers morning tours, avoid Wednesdays").