Internal Notes in OpenApply allow school teams to record important information directly within an Applicant Profile. They can be used to document verbal conversations, share updates with colleagues, and maintain a history of internal communication.

This guide explains how to create internal notes, notify colleagues when needed, locate existing notes, and respond to internal discussions.

Feature Overview

• Add internal notes directly to Applicant Profiles.
• Notify selected colleagues by adding them to the Cc field.
• Attach internal files to notes when additional documentation is required.
• View internal and external notes from the Applicant Profile activity history.
• Reply to existing internal notes to continue discussions with colleagues.

Step-by-Step Navigation

Adding an Internal Note

Applicant Profile > Notes

1. Open the relevant Applicant Profile and select the Notes tab.
2. Select Mark this as an internal note.
3. If required, select colleagues from the Cc: dropdown to notify them by email. If you don't select a name, then the note will be recorded on the account, but no one will be notified by email
4. Enter the note content in the text box.
5. You can also attach files by clicking on Attach File
6. Click Add Note to save the note.

Viewing Internal Notes

Applicant Profile > Latest Activity > Filter > Comment

1. Navigate to the Latest Activity section of the Applicant Profile.
2. Select Notes from the dropdown menu.
3. Review the displayed notes, including both internal and external comments.

Responding to Internal Notes

Applicant Profile > Latest Activity > Internal Note Reply

1. Hover over the internal note to display the available actions.
2. Click the Arrow icon to reply.
3. Select colleagues to Cc if needed, enter your response, and click Reply.

Tips & Best Practices

• Use internal notes to keep important applicant-related conversations documented in one place.
• Add colleagues to the Cc field only when they need to be notified of the update.
• Include clear and relevant details so other team members can easily understand the context.

Warnings & Important Notes

Frequently Asked Questions

Who can see an internal note?

Internal Notes are visible to users who have access to the Applicant Profile and are intended for internal school communication.

Will adding a Cc recipient always send an email notification?

Yes. Selecting colleagues in the Cc field will notify them by email when the internal note is added.

Can I attach files to an internal note?

Yes. You can attach internal files when creating an internal note if additional documentation is needed.

In Summary

• Internal Notes help OpenApply users record and share applicant-related information internally.
• Notes can be created, viewed, and replied to directly from Applicant Profiles.
• Using Internal Notes keeps admissions teams aligned and improves communication tracking.

Keep applicant communication organised with OpenApply.