Creating and managing case notes
Case notes allow you to document what was discussed in each session with your learner. They are tracked per session and are only visible to you and the programme administrator — learners cannot view them.
Adding a Case Note to an Existing Booking
Method 1 — Best if you want to browse all your sessions in one place
- From the navigation bar, click Journey > Manage My Availabilities.
- Click Manage Bookings at the top right of the page.
- Find the relevant session under upcoming or completed sessions.
- Click the gear icon under the Action column and select Add New Case Note.
- From the navigation bar, click Journey > Search Learners.
- Find the learner and click the gear icon next to their name.
- Select View Existing Bookings.
- Find the relevant session, click the gear icon under the Action column, and select Add New Case Note.
If a case note already exists for the session, you will see two options: View Case Note to review it, or Update Case Note to make changes.
Adding a Case Note Without an Existing Booking
If a session took place outside of a booked slot on Elevate, you can still document it retrospectively.
- From the navigation bar, click Journey > Search Learners.
- Find the learner and click the gear icon next to their name.
- Select Create Booking and Case Note.
- Fill in the required meeting details and case note content, then click Submit.
💡 If you are not connected with the learner under the programme you have selected, a connection will be automatically created for you upon submission.
Filling in the Case Note
All fields marked with an asterisk (*) are mandatory. Here's what you'll need to fill in:
- Attendance Status — Select one of the following:
- Attended
- Missed
- Cancelled
- Rescheduled
- Progress Status — Reflects the learner's progress for that session:
- 🟢 Green — On or above target
- 🟠 Amber — Slightly below target
- 🔴 Red — Significantly below target
💡 If Attended is selected, additional free-text fields will appear for you to document session details. These fields support rich text formatting — meaning you can bold, italicise, add bullet points, and insert hyperlinks to organise your notes.
What is Visible to Learners and Admins
- Learners — cannot view case notes at all.
- Programme administrators — have full visibility of all case notes submitted.
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