KoNote Help

Getting Started

The Home Page

After logging in, your home page shows:

Searching for Participants

Quick Search

1. Type a Participant's name or record ID in the search bar
2. Results appear as you type
3. Click a name to open their File

Using Filters

1. Click Search filters below the search bar
2. Choose from:
   • Status — Active, Inactive, or Discharged
   • Program — Filter by specific Program
   • Date range — Created after/before certain dates
3. Results update automatically

Participant Files

When you open a Participant's File, you'll see several tabs:

Documents

KoNote does not store documents directly. Instead, the Documents button on a Participant's record opens their folder in your organisation's external document storage (such as SharePoint or Google Drive) in a new browser tab.

Opening Documents

1. Open the Participant's File
2. Click the Documents button in the top-right toolbar
3. A new tab opens showing that Participant's folder in your external storage

Adding Documents

To add a document, click the Documents button to open the external folder, then upload files directly in SharePoint or Google Drive. All document management (uploading, organising, deleting) happens in the external system, not in KoNote.

I don't see the Documents button

• Your administrator may not have configured document storage yet — ask them to set it up under Admin → Settings
• The Participant may not have a Record ID assigned
• Front Desk staff do not see the Documents button

Note: If clicking the button gives you an 'Access Denied' message, you may not have permission in SharePoint or Google Drive itself. Contact your administrator for access.

Notes

Notes document your interactions with Participants. KoNote offers two types:

Quick Notes

Use Quick Notes for brief check-ins or short updates.

1. Open the Participant's File
2. Go to the Notes tab
3. Click + Quick Note
4. Type your note
5. Click Save

Full Notes

Use full Notes for structured sessions where you're working on Plan Targets.

1. Open the Participant's File
2. Go to the Notes tab
3. Click + Note
4. Fill in:
   • Session date — defaults to today
   • Summary — brief overview of the session
   • Target Sections — notes and Metric values for each Target you worked on
5. Click Save Note

Tip: You only need to fill in the Targets you actually worked on. Leave others blank.

Recording Metrics

When writing a full Note, you'll see Metric fields under each Target. Common types:

• Scale ratings (1–10) for things like housing stability or mood
• Yes/No checkboxes for milestone achievements
• Text for qualitative observations

Backdating Notes

Documenting a session that happened earlier? In the note form, change the Session date to the actual date. The note will appear in the timeline based on that date.

Cancelling a Note

Made a mistake? You can cancel a note within 24 hours:

1. Find the note in the Notes tab
2. Click Cancel
3. Enter a reason (required)
4. Confirm

The note remains visible but is marked as cancelled. After 24 hours, notes cannot be cancelled.

Events and Alerts

Events

Events record discrete occurrences that don't need a full note — intake, discharge, hospital visits, crises, etc.

1. Open the Participant's File
2. Go to the Events tab
3. Click + New Event
4. Choose the event type
5. Enter the date
6. Add any notes
7. Click Save

Alerts

Alerts flag a Participant as needing attention. Use them for safety concerns or urgent follow-ups.

1. Open the Participant's File
2. Go to the Events tab
3. Click + New Alert
4. Describe the concern
5. Click Save

The Participant will appear in Priority Items on the home page until the alert is resolved.

Resolving Alerts

1. Find the Alert in the Events tab
2. Click Resolve or Cancel Alert
3. Add a resolution note
4. Save

Plans

The Plan tab shows the Participant's Plan — their goals and how they're progressing.

Understanding the Plan Structure

• Sections — Broad categories like "Housing", "Employment", "Health"
• Targets — Specific goals within each Section
• Metrics — Measurable indicators attached to Targets

Viewing Target Details

1. Click a Target name to expand it
2. View all notes and Metric recordings for that Target
3. See progress charts (if Metrics have been recorded)

Editing Plans

Staff can view Plans but typically cannot edit them.

Program managers and coordinators can add Sections, Targets, and assign Metrics.

Analysis and Reports

Viewing Progress Charts

1. Open the Participant's File
2. Go to the Analysis tab
3. View charts showing Metric values over time

Charts automatically update when new Metric values are recorded in Notes.

Exporting Data

Program managers and administrators can export data:

• Metric Export (CSV) — Export Metric data filtered by Program, Metrics, and date range
• Participant Data Export — Download a Participant's complete data (for GDPR/privacy requests)
• PDF Reports — Generate printable progress reports

Find export options under Reports in the main navigation.

Outcome Insights

Outcome Insights helps you see patterns across a Program — how participants are progressing, what's changing over time, and what their own words reveal. It draws from Notes that have already been recorded.

Viewing Program Insights

1. Click Insights in the main navigation
2. Choose a Program from the dropdown
3. Choose a time period (3, 6, or 12 months, or a custom range)
4. Click Show Insights

Privacy protection: At program level, quotes only appear when 15 or more Participants have notes in the selected period. This prevents anyone from being identified from their words.

AI Report Summaries (Optional)

If your administrator has enabled AI assistance, you can click Draft report summary to generate a narrative draft you can include in reports.

• Always review and edit before using — AI summaries are starting points, not final text
• No participant names are sent to the AI — all identifying information is removed first
• Phone numbers, email addresses, postal codes, SINs, and street addresses are all automatically stripped before anything leaves the server
• The AI can only cite exact quotes from the original data — if it tries to make up or change a quote, the system removes it automatically
• Your organisation can also run the AI locally so that no data leaves your own servers at all

Participant-Level Insights

You can also see insights for an individual Participant. Open their File, go to the Analysis tab, and scroll down to Qualitative Insights.

Keyboard Shortcuts

Speed up your work with these shortcuts:

Understanding Roles

Your access depends on your assigned role:

Note: Administrators without a Program assignment cannot see Participant data. This is a security feature.

Different Roles in Different Programs

You may have a different role depending on which Program you are working in. For example, you might be a Program Manager in one Program and Direct Service staff in another.

Your current role is shown as a badge next to your name in the navigation bar. If you switch Programs, the badge updates to reflect your role in that Program.

Troubleshooting

I can't log in

Azure AD: Check that your work email is registered with KoNote. Contact your administrator.

Local login: Confirm your credentials. If forgotten, ask your administrator to reset your password.

I can't find a Participant

• Check your spelling
• Try searching by record ID instead of name
• Check filters — you may have a status filter active
• You can only see Participants in Programs you're assigned to

I can't edit a Participant's Plan

Only program managers and administrators can edit Plans. If you need changes, let your supervisor know.

I can't see the Admin menu

The Admin menu only appears for administrators. If you need admin access, contact your system administrator.

My changes aren't saving

• Check for validation errors (red text near fields)
• Ensure you're clicking Save, not just closing the form
• Try refreshing the page and attempting again

Charts aren't showing data

Charts require Metric values recorded in Notes. If no Metrics have been recorded for a Target, charts will be empty.

The page timed out

For security, KoNote logs you out after inactivity. Log in again to continue. Your unsaved work may be lost.

Getting More Help

In-App Resources

• Press ? anywhere in the app to see keyboard shortcuts

Contact Support

• Password issues — Contact your supervisor or administrator
• Bug reports — Report to your administrator
• Feature requests — Talk to your program coordinator

Quick Reference

Common Tasks

Understanding Status