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  3. How to use Private Notes as Warning Popups

How to use Private Notes as Warning Popups

Note: All pages shown below are subject to having relevant Roles and Permissions.

In this guide, we will cover how to add Private Notes and configure them to display as Warning Popups when you enter a Student’s Record.

When implemented, this process will apply to all pre existing Private Notes, as well as any future Private Notes that are created.


Before you begin, it is crucial to understand that enabling this configuration means that ALL Private Notes for ALL Students will display as a Warning Popup, anytime a Staff member with access to Private Notes enters that Student’s Record.

Private Notes are the only Notes with separate permissions required, which makes them ideal for Medical/Confidential information.

Please make sure you check with a School Head/SLT before enabling this configuration, as any Private Notes with confidential information will display upon opening that Student’s Record.

How to Add a Private Note

First, you will need to go to the Students List page and view a Student’s Record.


To add a Private Note, you would press the + within the Notes section of the Students Record.

Notes Section
Notes Section Zoomed

You would then enter your desired text into the Private Note text box and press Save.

Private Note Text Box

Note: Only one Private Note can be in use for a Student at any given time.

So once a Private Note is added, you will not have the option to add another when you press the + in the Notes section.

To Edit or Delete a Private Note, return to the Notes section on the Student Record and Hover above the Private Note.

A Pencil and Bin icon will appear, the Pencil allows you to Edit the Private Note and the Bin allows you to Delete the Private Note.

Edit/Delete Private Note Icons

Configuring your system to show Private Notes as Warning Popups

To begin, you would first need to go to Config>Administration>Administration Defaults.


When the page loads, you will see a number of options available.

On the right side of the page, you will need to tick the option for Show Private Notes as Warning Popup.

Show Private Notes as Warning Popup configuration

Once this is ticked, press Save.

You have now configured any and all Private Notes to display as Warning Popups when you/other Staff enter a Student’s Record.

Below is an example of the configuration in action;

Warning Popup in action

Only one Private Note can be in place at any time, but there is a 1000 character limit within the Private Note text box.

Multiple messages included

This allows you to include multiple messages or reminders for Staff in one location.

Multiple messages displayed

Now any Private Notes will display and can only be bypassed by pressing OK.

If you no longer want to use this configuration/wish to keep the Private Notes tucked away, simply return to Config>Administration>Administration Defaults, untick the option for Show Private Notes as Warning Popup and press Save.

Updated on November 10, 2022

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