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KoNote Help

Welcome to KoNote! This guide helps you find what you need quickly.

Quick Navigation

I want to... Go to...
Find a client Searching for Clients
Write a progress note Progress Notes
Record an event or alert Events and Alerts
Leave a message for a case worker Staff Messaging
Assign or fill in a survey Surveys
Transfer a client between programs Client Transfer
View or edit a client's plan Outcome Plans
See progress charts Analysis and Reports
See program patterns Outcome Insights
Invite a participant to the portal Portal Staff Management
Review registration submissions Registration Forms
Change my password Account Settings
Get admin help Administrator Tasks

Getting Started

First Time Login

If your agency uses Microsoft (Azure AD):

  1. Go to your KoNote web address
  2. Click Login with Azure AD
  3. Sign in with your work email and password

If your agency uses local login:

  1. Go to your KoNote web address
  2. Enter your username and password
  3. Click Login

Forgot your password? Contact your supervisor or system administrator.

Understanding the Home Page

After logging in, your home page shows:

Section What It Shows
Search bar Type a name or ID to find clients
Stats row Active clients, alerts, clients needing attention
Priority Items Clients with active alerts or no recent notes
Recently Viewed Quick links to clients you've looked at recently

Priority Items highlights clients who need attention:

  • Active alerts — safety concerns or flags you should review
  • Needs attention — no progress note recorded in 30+ days

Searching for Clients

Quick Search

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

Tip: You can search by first name, last name, or the client's record ID.

Using Filters

Need to narrow your results?

  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

Viewing All Clients

Click View All to see a paginated list of all clients you have access to.

Client Files

When you open a client's file, you'll see several tabs:

Tab What You'll Find
Info Basic information, program enrolments, custom fields, and staff messaging
Plan Outcome plan with sections, targets, and metrics
Notes Progress notes timeline
History Events, meetings, and alerts
Analysis Progress charts over time

Editing Client Information

  1. Go to the Info tab
  2. Click Edit next to the section you want to change
  3. Make your changes
  4. Click Save

Note: Some fields may be view-only depending on your role.

Progress Notes

Progress notes document your interactions with clients. KoNote offers two types:

Quick Notes

Use quick notes for brief check-ins or short updates.

  1. Open the client's file
  2. Go to the Notes tab
  3. Click + Quick Note
  4. Type your note
  5. Check We created this note together
  6. Click Save

Full Progress Notes

Use full progress notes for structured sessions where you're working on plan targets.

  1. Open the client's file
  2. Go to the Notes tab
  3. Click + Progress Note
  4. Fill in:
    • Session date — defaults to today (change if documenting a past session)
    • Target sections — select which targets you worked on, add notes and metrics
    • Summary — optional overview of the session
  5. Capture their reflection — ask the question shown and record their words
  6. Check We created this note together
  7. Click Save Note

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

Participant Reflection

At the end of each full progress note, you'll see a prompt to ask the participant:

"What's one thing you're taking away from today?"

Record their response in their own words — even a short phrase is valuable. This isn't extra paperwork; it's a moment to help them process what you worked on together, and it puts their voice in the record.

Tips:

  • Keep it brief — a sentence or two is enough
  • Use their exact words, not your interpretation
  • Make it conversational, not formal

Recording Metrics

When writing a full progress 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

Enter values for metrics you observed or discussed during the session.

Backdating Notes

Documenting a session that happened earlier?

  1. In the note form, change the Session date to the actual date
  2. 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.

Add an event:

  1. Open the client'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 client as needing attention. Use them for safety concerns or urgent follow-ups.

Create an alert:

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

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

Resolve an alert:

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

Staff Messaging

Staff messaging is for internal communication between staff members about a client. Clients do not see these messages.

My Messages Page

Click Messages in the main navigation to see all your unread messages. Each message shows who left it, when, and which client it's about. Click Mark as Read to clear it.

Unread badge: A number badge appears next to Messages in the navigation when you have unread messages. It updates automatically as you read messages.

Leaving a Message

  1. Open the client's file
  2. On the Info tab, click Leave Message
  3. Choose a specific staff member from the dropdown, or leave blank for all case workers
  4. Type your message
  5. Click Leave Message

Viewing Messages on a Client File

  1. Open the client's file
  2. On the Info tab, click View Messages
  3. You'll see messages addressed to you or to "any case worker"

Client Transfer

Transfer moves a client between programs without creating a duplicate record. Use it when someone graduates from one service and starts another, or when you need to adjust enrolments.

Where to Find It

Open the client's file, click the Actions menu, then click Transfer.

Who Can Do It

Only staff with the client.transfer permission (typically program managers and administrators).

What Happens

  • Check or uncheck programs to enrol or unenrol the client
  • Set cross-program sharing consent if needed
  • Add an optional reason (recorded in the audit log)
  • You can only change programs you have access to — other enrolments remain untouched

Surveys

If surveys are enabled for your agency, you can assign structured feedback forms to participants and enter responses on their behalf.

Assigning a Survey

  1. Open the participant's file → Surveys tab
  2. Click Assign Survey
  3. Choose a survey and optionally set a due date
  4. Click Assign

Some surveys are assigned automatically through trigger rules — you don't need to assign those manually.

Entering a Response

  1. Open the participant's file → Surveys tab
  2. Click the survey name under Enter Survey on Behalf
  3. Fill in the answers (conditional sections show/hide based on your answers)
  4. Click Submit Response

Viewing Responses

Go to the participant's Surveys tab → Completed Responses → click View.

For the complete survey guide, see Surveys.

Portal Staff Management

If the participant portal feature is enabled, staff can invite participants to create a portal account and manage their access.

Inviting a Participant

  1. Open the client's file
  2. On the Info tab, expand Participant Portal
  3. Click Invite to Portal
  4. Optionally set a verification code (shared verbally, not in writing)
  5. Click Create invite — you'll get a link to share with the participant

The invite link expires after 7 days. You can create a new invite at any time.

Managing Portal Access

From the client's Info tab under Participant Portal, click Manage portal access to:

  • View the participant's account status (active or deactivated)
  • Reset MFA if they're locked out of their authenticator
  • Revoke access if the participant should no longer have portal access
  • See invite history

Meeting Reminders

If SMS or email messaging is enabled for your agency, you can send appointment reminders to participants.

How Reminders Work

  1. When scheduling a meeting, check Send reminder to client to send one automatically
  2. For existing meetings, find the meeting in the History tab and click Send Reminder
  3. A preview shows the exact message before it's sent — review it and click Send
  4. The meeting card updates to show "Reminder sent"

What Staff See

  • A Send Reminder button appears on scheduled meetings (not on completed, cancelled, or no-show meetings)
  • The button is disabled if the client hasn't consented to receiving messages
  • Each meeting can have one reminder sent
  • The reminder channel (SMS or email) is determined by the client's preferred contact method

Registration Forms

Registration forms let people sign up for your programs through a public web page — no login required. When someone submits a form, their information comes into KoNote for review.

How Registration Works

  1. An administrator creates a registration link tied to a program
  2. The link is shared or embedded on your agency's website
  3. Someone fills out the form (name, email, phone, and any custom fields)
  4. The submission appears under Admin → Submissions for review
  5. Staff approve, reject, waitlist, or merge the submission

When approved, KoNote automatically creates a client record and enrols the person in the program.

Auto-approve: If the administrator turned on auto-approve for a link, submissions skip the review step — clients are created immediately.

Reviewing Submissions

If your role allows you to review submissions:

  1. Go to Admin → Submissions
  2. Click the Pending tab to see new submissions
  3. Click a submission to view the details

You can:

Action What it does
Approve Creates a new client and enrols them in the program
Merge Connects the submission to an existing client instead of creating a duplicate
Waitlist Parks the submission for later — you can approve or reject it later
Reject Marks the submission as rejected (with a reason). No client is created

Duplicate detection: KoNote highlights submissions that match an existing client's email or name. If a match is found, use Merge instead of Approve to avoid creating a duplicate record.

Creating Registration Links (Administrators)

  1. Go to Admin → Registration
  2. Click + New Registration Link
  3. Choose a program, add a title and description
  4. Optionally: add custom field groups, set a capacity limit, or set a deadline
  5. Save — you'll get a shareable URL and an embed code for your website

For full setup details, see Features & Modules — Registration Forms.

Outcome Plans

The Plan tab shows the client's outcome plan — their goals, how they're progressing, and what you're working on together.

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 new sections and targets
  • Edit existing targets
  • Assign metrics to targets
  • View target revision history

If you need something updated in a plan, let your supervisor know.

Analysis and Reports

Viewing Progress Charts

  1. Open the client'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 progress notes.

Outcome Insights

Outcome Insights helps you see patterns across your program — how participants are doing overall, what's changing, and what their own words reveal.

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

You'll see:

Section What It Shows
Progress Trend A chart showing how participant progress descriptors have changed over time (percentages)
Progress Snapshot Distribution of current descriptors (e.g., "Good place", "Shifting", "Holding", "Harder")
Engagement How participants are engaging in sessions
What participants are saying Direct quotes from progress notes (anonymised, with goal context)

Data volume matters: Insights become more reliable with more data. You need at least 20 notes across 3 months for trend analysis, and at least 50 notes for full insights.

Privacy protection: At program level, participant 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. This uses AI to summarise the patterns into a paragraph you can include in reports.

Important:

  • Always review and edit the draft before using it — AI summaries are starting points, not final text
  • The draft is labelled "AI-Generated" so it's clear it needs human review
  • No participant names are sent to the AI — all identifying information is removed first

Client-Level Insights

You can also see insights for an individual participant:

  1. Open the participant's file
  2. Go to the Analysis tab
  3. Scroll down to the Qualitative Insights section

This shows the same trend chart and quotes, but for that one person. Unlike program-level insights, dates are shown and there's no minimum participant threshold.

Episode-Based Reporting

Reports now automatically include episode-level statistics — such as total service hours and number of contacts per episode — for each participant. You don't need to do anything differently; the system tracks this in the background based on the notes and events you already record. When you generate a report, these statistics appear alongside the other outcome data.

Exporting Data

Program managers and admins can export data:

  • Metric Export (CSV) — Export metric data filtered by program, metrics, and date range
  • Client Data Export — Download a client's complete data (for GDPR/privacy requests)
  • PDF Reports — Generate printable progress reports

Find export options under Reports in the main navigation.

Account Settings

Changing Your Password

If your agency uses local login:

  1. Contact your administrator to reset your password

If your agency uses Azure AD:

  1. Use your organisation's standard password reset process

Session Timeout

For security, KoNote automatically logs you out after a period of inactivity. The timer appears in the footer. Activity (clicking, typing) resets the timer.

Keyboard Shortcuts

Speed up your work with these shortcuts:

Shortcut Action
/ Focus the search bar
g then h Go to Home
n New quick note (on client page)
Ctrl+S Save current form
Esc Close modal or cancel action
? Show keyboard shortcuts

Understanding Roles

Your access depends on your assigned role:

Role What You Can Do
Front Desk View limited client info, update contact details, leave messages
Staff Full client access, write notes, record events, leave and view messages
Program Manager All staff abilities plus edit plans, manage team, transfer clients
Administrator System settings, user management, all configuration

Note: Administrators without a program assignment cannot see client data. This is a security feature.

Administrator Tasks

If you're an administrator, you can configure KoNote through the Admin menu:

Quick Links

Task Where to Find It
Create users Admin → Invites
Manage programs Admin → Programs
Set up metrics Admin → Metrics
Create plan templates Admin → Templates
Customise terminology Admin → Settings → Terminology
Enable/disable features Admin → Settings → Features
View audit logs Admin → Audit Log
Create registration forms Admin → Registration
Review registration submissions Admin → Submissions

Customising Terminology

Change default terms to match your organisation's vocabulary:

  1. Go to Admin → Settings → Terminology
  2. Edit terms (e.g., "Client" → "Participant")
  3. Click Save

Changes apply immediately throughout the app.

Managing Users

Invite a new user:

  1. Go to Admin → Invites
  2. Click + New Invite
  3. Enter their email address
  4. Assign programs and roles
  5. Click Send Invite

Deactivate a user:

  1. Go to Admin → Users
  2. Find the user
  3. Uncheck Is Active
  4. Save

Deactivated users cannot log in, but their historical data is preserved.

Setting Up Programs

A program is a distinct service line your agency offers.

  1. Go to Admin → Programs
  2. Click + New Program
  3. Enter name and description
  4. Add staff members and assign roles
  5. Save

Viewing Audit Logs

Every significant action is logged for compliance.

  1. Go to Admin → Audit Log
  2. Filter by date, user, or action type
  3. Export if needed for reporting

For detailed administrator documentation, see the Admin Guide.

Privacy and Security

Your Data is Protected

KoNote protects sensitive information through:

  • Encryption — Client names, birthdates, and sensitive fields are encrypted
  • Role-based access — You only see clients in programs you're assigned to
  • Audit logging — Every action is recorded for accountability
  • Automatic logout — Sessions time out after inactivity

Privacy Best Practices

  • Log out when leaving your computer
  • Don't share your login credentials
  • Report any suspicious activity to your administrator
  • Follow your agency's privacy policies

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 client

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

I can't edit a client'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 progress 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

  • Quick Reference Card — See Using KoNote
  • Keyboard shortcuts — Press ? anywhere in the app

Documentation

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

I want to... Do this...
Find a client Type name in search bar
Write a quick update Actions menu → Quick Note
Document a session Actions menu → Detailed Note
Record intake/discharge Actions menu → Record Event
Flag a safety concern Actions menu → New Alert
Schedule a meeting Actions menu → Schedule Meeting
Leave a message for a case worker Info tab → Leave Message
See my unread messages Messages (main navigation)
Assign a survey Client file → Surveys tab → Assign Survey
Enter a survey response Client file → Surveys tab → Enter Survey on Behalf
Transfer a client Actions menu → Transfer
Invite to the participant portal Info tab → Participant Portal → Invite to Portal
See who needs attention Check Priority Items on home page
View progress charts Client file → Analysis tab
See program patterns Insights (main navigation)
Review registrations Admin → Submissions
Create a registration form Admin → Registration
Create or manage surveys Admin → Surveys
Change terminology Admin → Settings → Terminology
Add a user Admin → Invites

Understanding Status

Client Status Meaning
Active Currently receiving services
Inactive Temporarily not receiving services
Discharged Services completed or ended
Alert Status Meaning
Active Requires attention
Resolved Issue addressed
Cancelled Created in error

KoNote — Participant Outcome Management

Last updated: 2026-02-20