CMS - Community Notes

Created by Mienette van Heerden, Modified on Tue, 14 Jul at 3:22 PM by Mienette van Heerden

The Community Notes module provides a simple way to capture and manage important information specific to a community. Whether it's a once-off note, an important reminder, or useful operational context. Community Notes ensure that key information is easily accessible when it's needed. Notes can be shared with internal Business Users and, where required, made visible to external stakeholders such as owners and trustees.

1. Setup Categories

Navigation: Global Overview > Settings > Community Notes

On the Setup page, a pre-populated list of categories is displayed. Select the Category to configure.

Important: Categories are pre-populated. New categories cannot be added, and existing category names cannot be changed.

On the pop-up window, select the Communities to which the Category should apply.

Categories are by default allocated in all Communities. However, there is the option available to only allocate the Categories to certain types of Communities.

The Community Scope drop-down has the following options available:

All Communities (selected by default)
Select Communities (to only select specific communities)
Body Corporate
Company
Full Title
Home Owners Association
Property Owners Association

Note: If a Community allocated to a category is Suspended, then:

any existing note allocated to a category will not be deleted or removed from the community. It will still be accessible on the Community once reactivated.

By default, notes are visible to the following Business Users:

Community Manager
Finance
Management
Business Owner/ Director
Operations
Auditors
Attorneys

Optionally choose the external user types who can view the notes:

Trustees
Owners

2. Create Community Notes

Navigation: Community Level > Manage > Documents

On the Documents page, select the Notes tab at the top of the page. To create a new note, click on the plus (+) icon in the top-right corner.

In the pop-up window, complete the following fields:

Category: Select the Category to which the note belongs
Title: Enter a title for the note
Text Box: Enter the content of the note

Note: By default, all notes are visible to all Business Users. Visibility for external users, such as Owners and Trustees, is determined by the settings configured for each category at the Global Level.

When creating a note in the Community, these external visibility settings can be overridden if required.