Managing Notes & Attachments in a Member Profile

Notes & Attachments give you a secure, structured place to record important information about a team member — performance notes, certificates, agreements, or any document worth keeping on file. With expiry reminders and clear visibility controls, you can keep records current and decide exactly who can see what.

Who this is for: Administrators and Managers

Read time: 5 minutes

What you can store

Notes & Attachments live within a member's profile and can hold:

Notes — written records such as performance observations, agreements, or context worth retaining.
Attachments — files such as certificates, qualifications, signed documents, or other records.

Both support expiry dates with reminders (ideal for qualifications and certifications) and visibility controls so you decide whether the member can see the record.

Prerequisites

You must be an Administrator or Manager.
The member must be one you manage or have access to.

Part 1 — Adding Notes and Attachments

Step 1 — Open a member

Navigate to the People & Skills Finder Dashboard in the menu and select a member.

Step 2 — Open Notes & Attachments

Select Notes & Attachments from the menu bar in the member's profile.

Step 3 — Start a new entry

Select Notes or Attachments, then New Note.

Step 4 — Populate the entry

Populate the Title, Content description, Expiry Date (optional), and Notification settings. To add a file, select Select Files.

Expiry notification settings

To be reminded before something expires (such as a qualification):

Select Notification Settings under Expiry.
Use the dropdown to choose a number of Days, or type your preferred measure into the field.
Select the Recipients for expiry notifications. Reminders can be sent to the manager, the employee, or both.

Tip: Set the reminder far enough ahead to actually act on it. For a qualification that takes weeks to renew, a 30-day reminder gives you time to organise the renewal before it lapses.

Visibility

Notes and Attachments default so that visibility is restricted to managers and administrators only. To allow the member to view the entry, select the checkbox and Create.

Important: Visibility is restricted by default for a reason. Before allowing a member to view a note or attachment, consider whether the content is appropriate to share directly. Once shared, the employee can view it.

Part 2 — Notifications: an employee's view

When a note or attachment is shared by the manager with an employee, the employee receives an email notification.

The employee selects View Attachment in the email to open the shared item.
The employee arrives at their Performance profile within the Employee Dashboard.
From here, the employee can select any file to view its contents.

Tips and best practices

Use expiry reminders for anything time-bound. First aid certificates, licences, working-with-children checks — set an expiry and reminder so nothing lapses unnoticed.
Title clearly. A specific title ("Senior First Aid Certificate — expires Mar 2027") is far more useful than "Cert" when you're scanning a member's records later.
Default to restricted, share deliberately. Keep visibility restricted unless there's a clear reason to share with the member. When you do share, make sure the content is appropriate for them to see.
Send expiry reminders to both where it helps. For qualifications the employee is responsible for renewing, notifying both manager and employee shares accountability.
Keep records current. Remove or update outdated notes and superseded documents so the profile stays a reliable source of truth.
Be mindful of sensitivity. Notes about performance or conduct should be factual, professional, and written as though they may one day be read by the member.

Troubleshooting

I can't select a particular member.
You can manage Notes & Attachments for members you manage or have access to. If a member is missing, confirm the reporting structure in their profile or ask your Administrator about your access.

The employee says they can't see a note I added.
Notes and Attachments are restricted to managers and administrators by default. To let the member view it, open the entry, tick the visibility checkbox, and save. The employee will then be notified.

The expiry reminder didn't arrive.
Confirm an expiry date and notification setting were saved, and that the correct recipients were selected. Also check the reminder window — if you set it for 30 days before expiry, it won't send until then.

My file won't upload.
Uploads can fail if the file is too large or in an unsupported format. Try compressing large files or converting to a common format such as PDF.

I shared a note by mistake.
Open the entry and uncheck the visibility option, then save. Note that the employee may have already received the email notification and viewed it.

Can I send a reminder to someone other than the manager or employee?
Expiry reminders go to the manager, the employee, or both. For wider notification (for example, to a compliance team), consider an additional process outside the expiry reminder.

What happens to Notes & Attachments when an employee leaves?
Records remain on the member's profile per your organisation's data retention practices. Check with your Administrator about how offboarded members' records are handled.

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