Employee Profile: Notes

Learn how to create and manage internal notes on an employee’s profile.

What Is This?

The Notes tab in an employee’s profile is a place to store internal notes related to that employee. Notes can be used for HR records, performance observations, onboarding checklists, or any other information you want to keep on file. Each note includes a date range, visibility settings to control who can see it, and free-text content.

Notes are visible only to the people you specify, making them a secure way to document important information.

Prerequisites

Before creating notes, make sure:

The employee has been added to Shifton
You have Administrator access

Step-by-Step Instructions

Step 1: Open the Notes Tab

Navigate to the Employees page, click on the employee’s name, and select the Notes tab.

Step 2: Create a New Note

Click the + Create a note button to add a new note.

Step 3: Fill In the Note Details

Complete the note form with the following fields:

Field	Description
From	The start date for the note’s relevance period
To	The end date for the note’s relevance period
Who can view notes?	Controls who has permission to see this note (e.g., Administrators only, the employee, etc.)
Content	The text of the note itself. Enter any information you want to record

Step 4: Save the Note

After filling in the fields, save the note. It will appear in the notes table on the employee’s profile.

Step 5: Review Existing Notes

The Notes tab displays all notes in a table format:

Column	Description
From	Start date of the note’s relevance period
To	End date of the note’s relevance period
Who can view notes?	The visibility setting for this note
Content	The text content of the note
Actions	Options to edit or delete the note

Step 6: Edit or Delete a Note

Use the Actions column to modify or remove an existing note as needed.

Access Permissions

Role	Can View Notes?	Can Create/Edit Notes?
Administrator	Yes (all notes)	Yes
Manager	Only if granted visibility	No
Employee	Only if granted visibility	No

FAQ

Q: Can the employee see notes on their own profile?
A: Only if the “Who can view notes?” setting includes them. You control visibility when creating each note.

Q: Are notes permanent?
A: Notes remain on the profile until deleted. You can edit or remove them at any time from the Actions column.

Q: Can I use notes for performance reviews?
A: Yes. Notes are a convenient way to record performance observations, feedback, and review summaries directly on the employee’s profile.

Q: Is there a limit to how many notes I can create?
A: There is no practical limit. You can create as many notes as needed for each employee.

Possible Issues and Solutions

Issue	Cause	Solution
The + Create a note button is not visible	You do not have Administrator access	Ask an Administrator to create the note or grant you the appropriate permissions
A note is not visible to someone who should see it	The “Who can view notes?” setting does not include them	Edit the note and adjust the visibility setting to include the intended viewers
Cannot delete a note	You do not have Administrator access	Ask an Administrator to delete the note
Note content appears truncated in the table	The content is too long to display in full in the table view	Click on the note or use the edit action to view the full content