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How do I create a Note or a Case Note?

Updated

Case notes help Champions and staff track progress, supervision, and coaching touchpoints. You can create a note manually or ask Sprout, our AI assistant, to generate one using uploaded files like transcripts or recordings.

🔒 Note: If the Notes button is not visible on a learner’s profile, this feature may not be enabled for your account. Please contact support for access.

🧭 Where to find the Notes feature

  1. Go to the Champion Dashboard
  2. Navigate to the Users tab
  3. Click a learner’s name to open their profile
  4. Look for the ✏️ Notes icon under their user details

  5. Click “New” to open the note form.

✍️ Option 1: Create a Note Manually

  1. After clicking New, a blank note form will open
  2. Fill in the following fields:
    • Date
    • Contact Type (choose from dropdown)
    • Note Body (main content)

    • Message to Learner (optional)

  3. You can also upload supporting files:
    • Supported formats: PDF, MP4, M4A, TXT, ENV

    • Drag and drop or click to upload. (for large files, wait until it's done 'Processing' or shows the transcript of the file.

  4. Once complete, click Save

 

🤖 Option 2: Use Sprout to Create the Note

  1. Open the note form as usual
  2. Upload your file(s) — Sprout accepts the same formats listed above.
  3. On the right side of the screen, you’ll see the Sprout chat window
  4. Type a request such as: Create a case note from this PDF or
    Summarize the attached recording into a structured note
  5. Sprout will generate a suggested summary in the Note Body and/or Message to Learner fields
  6. Review and edit if needed, then click Save

✅ Tip: What Sprout can help you with

Sprout can read files and generate summaries that:

  • Highlight learners' strengths, needs, and next steps
  • Align progress to case plan goals
  • Suggest coaching prompts or activity ideas

  • Recommend staff development based on client trends

    To know more about Sprout, refer to article: How do I use Sprout (AI Assistant)?

⚠️ Sprout's note-taking is only available for accounts with the AI Notes feature enabled.

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