Add notes and tag colleagues
Every worker, applicant, credential, exemption and qualification has a Notes tab. Use it for anything a colleague should know when they open the record — why a check was accepted, what the worker said on the phone, what's still outstanding.
How notes work
- One note per record. The Notes tab holds a single shared note, not a thread of separate entries. Anyone who edits it is editing the same text, and each save replaces what was there.
- No author or time on the note itself. Write your name and the date into the text if they matter.
- Same access as the record. Anyone who can open the record can read its note. To change it you need permission to edit that record.
Add or edit a note
- Open the worker (or other record) and click the Notes tab.
- Click Edit. On a record with no note yet, the tab reads No documentation added yet. — click Add Documentation instead.
- Write your note. Formatting such as headings, lists and links is supported.
- Click Publish. Until you do, your draft is kept only in this browser — nobody else can see it, and it's lost if you clear your browser data.
Cancel leaves the note as it was.
Tag a colleague
Type @ followed by the first letters of their name, then click their name in the list. The tag becomes a link to their profile. Typing the name without picking it from the list leaves plain text.
Two things to know before you rely on tags:
A tag is a link, not a message. Oho doesn't send an email, an in-app alert or any other notification when you tag someone — not to the person tagged, and not to anyone else. If a colleague needs to act, tell them directly and point them at the record.
- The list may not show your colleagues. The @ list searches the records you can see — workers, applicants, credentials and so on — and shows at most five of each, with people last. It's limited to your organisations, and user accounts don't belong to an organisation, so unless you're a Super Admin, colleagues usually don't appear at all. That's why tagging can work for one person in your team and not another. Assigning someone to more organisations doesn't change it.
Troubleshooting
| What you see | Why | What to do |
|---|---|---|
| A colleague doesn't appear when you type @ | The list is limited to your organisations, and user accounts have none | Write their name as plain text and tell them directly. A Super Admin can tag them if a link helps |
| A tagged colleague says they weren't told | Tags don't send notifications | Tell them directly |
| Your note disappeared after you left the page | It was never published — drafts stay in your browser until you click Publish | Go back to the Notes tab on the same browser and publish it |
| Someone else's change overwrote yours | There's one shared note per record, and each save replaces it | Re-add your text. Edit, rather than retype, so you keep what's already there |
| The tag shows struck through with Failed to find entity | The tagged person's account can't be found — usually removed, or outside what you can see | Nothing to fix on the note; replace the tag with their name if it's confusing |
What's next
- Find and manage workers — get to the worker whose note you want
- Manage users — roles, and which organisations each person can see
- Set up notifications — the alerts Oho does send