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Case Notes

Notes aren't a separate activity type

In Manaaki Central, there isn't a distinct "Case Note" Activity — every Activity, whatever its type, has the same Notes tab. This page covers that tab.

Writing notes​

On the Notes tab, the main Notes field is a rich-text editor — use it to record what happened, what was observed, and what actions were taken. Below it, an Additional Notes field is available for any extra context that doesn't belong in the main write-up.

Using templates​

Click Template above the Notes field to insert a structured starting point instead of writing from scratch. Templates are grouped by where they come from:

  • From your service — templates set up for the specific service this Activity's Service Episode belongs to
  • Organisation — templates available across all of your organisation's services

Search for a template by name, preview it before inserting, and click to insert — the template's content is appended to whatever is already in the Notes field, not used to replace it. If you insert the wrong one, an Undo option appears briefly afterward.

If your organisation hasn't set up any templates yet, the picker will say so — ask a service manager or administrator if you think you need one.

No templates? Nothing to click

The Template button always appears, but if your organisation or service has no templates configured, opening it just shows an empty-state message. This isn't a fault — templates are opt-in and set up per organisation.

What to include​

Good case notes are specific enough that someone else picking up the file later — a colleague, a supervisor, or an auditor — can understand what happened without needing to ask you. As a general guide:

  • What was discussed or observed, in enough detail to stand alone
  • Any decisions made or actions agreed, and who is responsible for them
  • Anything relevant to risk, safety, or wellbeing
  • Write notes as soon as practical after the Activity took place, while it's fresh