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Creating a participant note

Participant notes allow you to record important context alongside questionnaire outcomes. Notes are useful for capturing clinical observations, session summaries, risk considerations, or service-level information that helps interpret outcome data over time.

What participant notes are used for​

Participant notes can be used to:

  • Record session summaries or key themes
  • Add clinical or contextual observations
  • Document changes in circumstances or care plans
  • Provide background that helps explain outcome trends
  • Support continuity when working in a team

Step-by-step: create a participant note​

  1. Go to Participants
  2. Open the participant you want to add a note to
  3. Navigate to the Notes section of the participant profile page
  4. Select create note
  5. Enter your note content
  6. Save the note

Once saved, the note will appear in the participant’s timeline or notes list.

What to include in a good note​

Clear, concise notes are usually most helpful. You might include:

  • Date and context (e.g. session type or check-in)
  • Key observations or themes
  • Relevant changes since the last contact
  • Links to recent questionnaire results
  • Any actions or follow-ups planned

Avoid duplicating questionnaire data — notes work best when they add context, not when they repeat scores.

Editing or updating notes​

Depending on your permissions:

  • You may be able to edit a note after saving
  • Edited notes will reflect the most recent version
  • Some workspaces may restrict editing for audit or governance reasons

If you can’t edit a note, add a new note to clarify or update information.

Notes in team settings​

If you work in a shared workspace:

  • Notes may be visible to other team members with access to the participant
  • Use clear, professional language suitable for shared records
  • Be mindful of your organisation’s documentation and governance policies

Privacy and good practice​

  • Only include information that is relevant to care or outcome interpretation
  • Avoid unnecessary personal detail
  • Follow your organisation’s data protection and record-keeping policies
  • Notes do not replace formal clinical records unless your service has explicitly agreed this workflow

Troubleshooting​

I can’t see the Notes section

  • Check your permissions
  • Confirm you’re viewing the participant record, not the list view

I can’t add or edit notes

  • You may not have permission to do so
  • Contact your workspace administrator or the Mindchart team