Adding a Case Note

We've already had a quick look at Activities. Let's get stuck in and record our first Activity for a client. In this example, we're going to use the Contact / Case Note Activity.

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There are a range of different Activities available. The purpose of each should be clear from the name and description.
Anything that does not obviously fit into one of these can be written as a Contact / Case Note.

You already know how to find a client, and start an Activity.
Now select Contact / Case Note and then click Begin.

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Case Note Fields

The Case Note form captures the details of your interaction with the client or Whānau.

Field	What to enter?	Required?
Activity Date	Enter the date the contact took place.	Y
Staff Present	Select your name and/or other staff if applicable.	Y
Client Present	Indicate whether the client was present (Yes / No).	Y
Whānau	Choose the whānau group relating to the case note.
Confidential	Tick if the note contains sensitive information.
Contact Method	Select how the contact occurred (e.g., phone, email, in person).	Y
Contact Type	Select the type of contact (e.g., check-in, follow-up, referral).	Y
Location	Enter where the contact took place (e.g., clinic, community, client’s home).	Y
Description	Description of the location (e.g., café, library).
Notes	Enter your case note or activity summary here	Y
File Upload	Attach any supporting documents if applicable
Notify User	Notify another staff member if follow-up is required.
Set Plan Review	Schedule a review date if relevant.	Y

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Steps in Kotahi

1. Open the Contact / Case Note Activity.
2. Complete relevant fields
3. Save the form. ✅

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