Keep your notes cleaner, more focused, and easier to manage. With Notes Association, you can now choose whether a note is linked to a parent, an enrollment opportunity, or both—giving you complete control over how your records are organized.

What is Notes Association?

Notes Association lets you create and manage notes that are linked specifically to families, enrollment opportunities, or both. This gives your team better visibility and context when reviewing interactions, while avoiding clutter from unrelated information.

Rather than lumping all notes into a single view, you can now separate communication related to enrollments from general family interactions. This feature gives you powerful flexibility without compromising searchability or access.

Key Benefits

  • Entity-Specific Notes — Keep enrollment notes separate from parent notes for focused documentation
  • Flexible Associations — Link notes to families, enrollment opportunities, or both as needed
  • Improved Organization — Separate your enrollment-related notes from general family conversations
  • Smart Filtering — Quickly narrow down notes by type for faster access
  • Enhanced Searchability — Use powerful search to locate notes across records instantly

How to Enable Notes Association

Before using this feature, you'll need to activate it within the Labs area of your account settings.

Steps to enable:

  1. Navigate to your Client Account
  2. Click Settings in the left-hand navigation
  3. Go to the Labs tab
  4. Toggle ON the feature labeled Enrollment Opportunity Notes

[SCREENSHOT: Settings > Labs screen with Enrollment Opportunity Notes toggle highlighted]

How to Create Entity-Specific Notes

Creating notes with specific associations allows you to keep your records clean and relevant to the context in which you're working.

Steps to create a new note:

  1. Go to either a Parent/Family or an Enrollment Opportunity record
  2. Click on the Notes tab
  3. Click + Add Note
  4. Write your note as you normally would
  5. Use the Associate With dropdown to choose one of the following:
    • Parent/Family
    • Enrollment Opportunity
    • Both
  6. Click Save to store the note

[SCREENSHOT: Notes tab with the Associate With dropdown open showing the three options]

How to Filter Notes by Associations

Quickly zero in on the most relevant notes using the new filtering capabilities.

How to filter:

  1. Navigate to the Notes tab under a parent or enrollment opportunity
  2. Click the Filter icon
  3. Choose your view:
    • All Notes
    • Parent/Family-only Notes
    • Enrollment Opportunity-only Notes
    • Notes associated with both

Filtering helps you focus only on what's relevant to your current workflow.

[SCREENSHOT: Notes tab with filter dropdown expanded showing all four filter options]

How to View Notes by Entity

Keep your work streamlined by viewing notes within the right context—either from the family side or the enrollment opportunity side.

Where to view:

  • Parents/Families View — See notes directly linked to the family, as well as any shared enrollment opportunity notes
  • Enrollment Opportunities View — View only those notes that are associated with that specific enrollment opportunity

Pro Tip: Use enrollment opportunity notes for tour feedback, program preferences, and timeline discussions. Use parent notes for general communication history and family preferences that apply across programs.

Frequently Asked Questions

Q: Will old notes be affected by this change?
No, all your existing notes remain unchanged. The new association options only apply to newly created notes.

Q: Can I link a note to multiple enrollment opportunities or families?
Currently, a note can only be linked to one parent/family and one enrollment opportunity at a time.

Q: Is this available across all client accounts?
The feature is in Labs and must be enabled per client account in Settings > Labs.

Q: Can I change the association after saving a note?
Not yet. To reassign a note, you would need to duplicate it and associate it with the desired entity.

Q: Does this work on mobile?
Mobile support is in development and will be released in a future update.

Q: What happens when the enrollment opportunity or parent record is deleted?
Notes are only deleted when all of their associated entities are permanently deleted. If there is at least one associated parent or enrollment opportunity that is not deleted, the note will remain in your system.

Next Steps

  • Head over to Settings > Labs in your client account and activate the Enrollment Opportunity Notes feature
  • Train your team on how to associate notes based on context
  • Review your existing note-taking strategy and decide when to separate parent vs enrollment opportunity notes
  • Use smart filters and note search to organize your workflows more efficiently