Diary Notes can be used by leaders within the business to record instances to the profile of a direct report. They are a quick and easy way of documenting events as they occur and help to paint a real-time picture of the business and the people within it.
The ability to go back and view or edit a diary note can be helpful to managers if, for example, they wish to add further information to a diary note that was previously entered with minimal details or if they wish to amend details surrounding the note such as the total hours spent managing the situation or the follow-up actions required.
This article covers:
- What are Diary Notes?
- What are Standard Diary Notes?
- What are Restricted Diary Notes?
- How to Create a Diary Note (Standard or Restricted)
- How to View a Diary Note
- How to Edit a Diary Note
What are Diary Notes?
Diary Notes form a time-stamped record accessible to users with permissions to view them within the Manager's Log. The Manager's Log is broken down into three key sections - Diary Notes, Manager's Feedback and Performance Managements. Users with permission to view only Diary Notes, will not be able to view the other two sections of the Manager's Log.
By default, employees do not have access to view the Manager's Log, including Diary Notes on their own profile, and therefore cannot see the comments made here. However, if you are a System Administrator, you will be able to see the Manager's log for all employees.
Standard Diary Notes
Standard Diary Notes can be viewed by the employee's manager and the leadership team that they report to. This is a space where manager's can record any notes about the employee (i.e. their direct reports) that doesn't include sensitive information.
Restricted Diary Notes
Additionally the Diary Notes page has the ability to restrict access using Restricted Notes. Restricted Notes allows System Administrators to create HR view only notes within the Manager's Log which can only be viewed by other Administrators. Managers or their leaders will not be able to view these notes, even if the employee is a direct report. This can be used to protect and record sensitive information.
Access to Restricted Diary Notes are controlled by the permissions:
How to Create a Diary Note (Standard or Restricted)
1. Navigate to Employee Profile >> Manager's Log.
2. Click on New Note.
3. Select Visibility level: Standard or Restricted
4. Complete the required fields to record the occurrence.
- Subject Job: Choose from a drop-down list to select the relevant job if the employee has concurrent roles.
- Reported By: Who reported the occurrence?
- Date: Select the date that it occurred (this will automatically pre-fill with today's date).
- Category: Select the relevant category (categories can be customised in Settings).
- Summary: Enter in a Summary of the occurrence.
- Description: Here you will be able to record a detailed description of the occurrence.
5. Click Next once you have completed the above fields. This will then take you to the next step of creating a diary note. Here you will be able to enter in the:
- Hours of the Subject's Time (the employee)
- Hours of Your Time (including the time spent with the subject)
- Cost (enter in any direct costs incurred by the event)
You will also be able to schedule a follow-up by clicking on Schedule a Follow Up. You will then be able to select a date for the follow-up, nominate who is to complete the follow-up and the action required by the business.
5. Select Create to save the Diary Note.
6. You will then be taken to your newly created Diary Note. When viewing a Diary Note you will also be able to upload (or 'drag-and-drop') any supporting documents.
How to View a Diary Note
1. Navigate to the Employee's Profile >> Manager's Log.
2. Use the search bar or sort the list by any of the visible fields (Date, Summary or Category) to locate a particular diary note.
- The search bar at the top of the list supports any details visible in the list.
- Sort the list by any of the headers to arrange entries in your desired order.
3. Click on the Summary of the relevant diary note to view it.
How to Edit a Diary Note
1. Click the Actions button at the top right-hand side of the page and click Edit to amend any of the previous diary notes fields.