Keep Confidential Notes
Log sensitive conversations as private interactions only you can see, or restrict them to exactly the roles, groups, or people who need to know.
“Track pastoral care visits, keep confidential notes”
— What churches tell us they need
How it works in CareNote
In CareNote, a note is an interaction: a visit, call, meeting, or counseling session you log on someone's timeline. Every interaction carries its own visibility, so you can keep it to yourself or share it with exactly the right people.
Creating a private note
Log an Interaction
From the person's profile, click “Log Interaction” and pick the type (Counseling, Meeting, Visit, …).
Turn on “Private (Just Me)”
In the Privacy section, switch on Private (Just Me). If you log this kind of interaction often, save it as your default privacy preset so it's on every time.
Write it up
Add your notes, duration, and a follow-up date if you need one.
It appears in the timeline, for you only
You'll see it on the person's timeline. Other team members won't, and it's left out of reports, activity feeds, and notifications.
Privacy level options
🔒 Private (Just Me)
Only you. Other staff and Administrators don't see it, and it stays out of reports, activity feeds, and notifications.*
🎭 Specific roles
Limit it to Administrators, Team Members, Volunteers, or Huddle Members. A common choice: Administrators only, so care leads see it and volunteers don't.
👥 Everyone on the team
The default. Anyone on your team who can see this person can see it.
🏷️ Specific groups
Only members of the groups you pick: your pastoral staff, an elder board, a counseling team, a class.
👤 Named people
List exactly who can see it, in addition to you.
🔗 Combine them
Choose whether a reader needs to match any of your rules or all of them.
* Site owners can see everything in CareNote unless they turn that ability off in Team Settings (Enforce Private Interactions).
Sharing with just a few people
Private means exactly that. To share with a few colleagues, leave Private off and list them under Also Visible to Specific Users. Only you and the people you named will see it.
Save it as a preset
Save any privacy combination as a preset and make it your default, so every counseling note starts private without you thinking about it. Administrators can share presets with the team and set a team-wide default for new interactions.
What you get
- Private interactions only you can see
- Visibility by role, group, or named person, combined any way you need
- Group-based visibility controls
- Saved privacy presets, with personal and team defaults
- Encrypted at rest and in transit
Ready to keep your notes confidential?
Start your 14-day free trial and see how easy it is.