Adding
`Notes` In HEM
Student Portal

HEM-SP Notes lets staff add internal, consistent notes to a contact record, capture decisions/follow-ups, and pin key items.

Add notes to a contact from Activities > Notes.
Use a title and rich-text content to record detailed information.
Pin important notes so they are highlighted and available through the pinned notes shortcut.
Manage notes using the Actions menu (View, Edit, Delete).

See How it Works

`1.` Accessing Notes for a Contact

Notes are accessed from within an individual contact record.

From the main menu, open Contacts (for example, Applicants) and locate the required contact record.
Open the contact record.
In the contact record, select Activities.
Open the Notes tab.

`2.` Notes List Overview

The Notes tab displays a list of existing notes for the contact, including Title, Content preview, Pinned status, Created By, and Creation Date.

Use Search in Title to locate specific notes. Use Show / Hide Columns to customize the visible columns. Use Refresh to reload the list.

`3.` Creating a Note

Use Add Note to create a new note for the selected contact.

On the Notes tab, click Add Note.
In the Create Note window, enter a Title.
If the note should be highlighted, set Pinned to Yes.
Enter the note Content using the rich-text editor.
Click Create Note to save.

`4.` Managing Notes (View, Edit, Delete)

Each note includes an Actions menu that allows staff administrators to manage the note.

In the Notes list, open the Actions menu for the required note.
Select View to read the full note, Edit to update it, or Delete to remove it.

`5.` Pinning Notes and Quick Access (Pinned Notes)

Pinned notes are highlighted and can be accessed quickly through the pinned notes shortcut in the top navigation.

When creating or editing a note, set Pinned to Yes to mark it as a pinned note.
Use the pinned notes shortcut to view a list of pinned notes and open a note directly.

Pinning Notes and Quick Access (Pinned Notes)

Frequently Asked Questions.

We’ve Built The Entire Service Stack With Your Growth In Focus

What is the purpose of notes in HEM-SP?

Notes allow staff to store internal context inside the contact record so important details are easy to reference later. This helps preserve institutional knowledge across the full student lifecycle.

How are notes different from tasks and meetings?

Notes capture information, tasks track action, and meetings record scheduled interactions. Together, they give schools a more complete view of both context and execution.

Can admissions teams use notes to improve handoffs?

Yes. Notes are especially useful when multiple staff members are involved in the same applicant or student journey. They reduce repeated conversations and help each user understand prior context quickly.

What are pinned notes used for?

Pinned notes highlight especially important information that should remain easy to find. This is useful for urgent context, key student circumstances, or details that many staff need to see repeatedly.

How can schools use notes?

Schools can use notes for placement details, accommodation concerns, airport transfer updates, parent communications, and special support instructions. This keeps operational nuance visible without relying on memory.

How can colleges and universities use notes?

Colleges and universities can use notes for interview outcomes, admissions recommendations, funding discussions, missing document explanations, and student support context. This improves continuity across departments.

Can notes help teams avoid duplicate outreach or confusion?

Yes. When staff document context clearly, others can quickly see what was already discussed, promised, or resolved. This helps reduce inconsistent communication and redundant follow-up.

Can staff search for notes later?

Yes. Notes are easier to work with when titles and internal conventions are consistent, making search and retrieval more reliable. Strong note practices improve long-term usability.

What should schools consider when using notes for sensitive information?

Schools should apply clear internal policies and permission rules for any sensitive operational context. Notes should support staff effectiveness without exposing information more broadly than necessary.

How do notes improve service quality?

Good note-taking helps teams respond more personally, maintain continuity across departments, and deliver a smoother experience for students and families. It is especially valuable in multi-campus or high-volume environments.

× ❮ ❯

Get Started With Your Student Portal Demo

Fill out this form to learn more on how HEM can help you achieve your recruitment goals!

Explore how HEM can help

Adding
`Notes` In HEM
Student Portal

`1.` Accessing Notes for a Contact

`2.` Notes List Overview

`3.` Creating a Note

`4.` Managing Notes (View, Edit, Delete)

`5.` Pinning Notes and Quick Access (Pinned Notes)

Frequently Asked Questions.

Get Started With Your Student Portal Demo

See the Action

Trusted By

Sign up now

Adding Notes In HEM Student Portal

1. Accessing Notes for a Contact

2. Notes List Overview

3. Creating a Note

4. Managing Notes (View, Edit, Delete)

5. Pinning Notes and Quick Access (Pinned Notes)

Frequently Asked Questions.

Get Started With Your Student Portal Demo

See the Action

Trusted By

Adding
`Notes` In HEM
Student Portal

`1.` Accessing Notes for a Contact

`2.` Notes List Overview

`3.` Creating a Note

`4.` Managing Notes (View, Edit, Delete)

`5.` Pinning Notes and Quick Access (Pinned Notes)