--- title: Overview of the Different Note Types in Wellifiy description: Overview of the Different Note Types in Wellifiy --- [Skip to content](https://support.wellifiy.com/en-au/knowledge-hub/overview-of-the-different-note-types-in-wellifiy#main-content) ![Wellifiy Logo Horizontal-1](https://support.wellifiy.com/hs-fs/hubfs/Wellifiy%20Logo%20Horizontal-1.png?width=145&height=51&name=Wellifiy%20Logo%20Horizontal-1.png) Open main navigation Close main navigation How can we help you? - There are no suggestions because the search field is empty. 1. [Wellifiy Knowledge Hub](https://support.wellifiy.com/en-au/knowledge-hub?hsLang=en-au) 2. [General](https://support.wellifiy.com/en-au/knowledge-hub/general?hsLang=en-au) # Overview of the Different Note Types in Wellifiy Throughout the Wellifiy platform, you’ll come across several types of "notes" - each designed for a different purpose and with its own visibility rules. Here's a guide to help you understand the distinctions between them and when to use each. --- #### 🗒️ Case Notes **Purpose:** To document clinical encounters and observations in a formal, structured way. These notes are typically written after appointments or sessions and form part of the patient’s clinical record. **Key Features:** - Written by Team Members - Can be linked to appointments - Use templates for consistency - Stored chronologically in the **Case Notes** section - Can be marked as "In Progress" or "Completed" - Only visible to authorised Team Members Case Notes can be found by going to the Patients section and selecting the **Case Notes tab** --- #### 🔐 Internal Notes (Appointment Notes) **Purpose:** To provide internal-only context or reminders related to a specific appointment. These are not part of the patient’s clinical record. **Key Features:** - Added inside the **Appointment Modal** - Only visible to Team Members - Not stored in a central log or table - Typically used for operational notes, e.g.: - “Patient requires assistance with stairs” - “Has outstanding payments – do not rebook” - “Initial intake note from reception” **Internal Notes are located on the Appointment Modal of the specific appointment.** --- #### 📌 Pinned Notes **Purpose:** To highlight key information that patients need to see each time they log in. **Key Features:** - Written by Team Members - Displayed at the top of the patient's **mobile app** and **Patient Web Portal** - Can be archived or removed at any time - Useful for: - Reminders or affirmations - Key instructions - General notes for ongoing visibility Pinned Notes are located within the Patients section by going to **Communication -\> Pinned Notes tab** --- #### 💬 Care Notes **Purpose:** To support two-way reflective communication between patients and their care team. **Key Features:** - Found in **Activities \> Care Notes** - Patients can write notes to reflect on their care or flag things they'd like to discuss - Team Members can read and respond to these, or add their own notes - Notes are visible in the **Patient’s mobile app** and the **Staff Portal** For Team Members, Care Notes can be viewed and edited or added to by going to the Patients section and selecting the **Activities -\> Goals & Notes tab** --- #### Summary Table | Note Type | Written By | Visible To Patients | Where It Appears | Purpose | | --- | --- | --- | --- | --- | | Case Notes | Team Members | ❌ No | Case Notes tab | Clinical documentation | | Internal Notes | Team Members | ❌ No | Appointment Modal | Operational/appointment-specific context | | Pinned Notes | Team Members | ✅ Yes | Top of app and PWP | Persistent guidance or reminders | | Care Notes | Patients & Team | ✅ Yes | App (for patients), Activities tab (for team) | Reflection and communication |   --- Need help deciding which note to use? • If it's clinical documentation - use a **Case Note**. • If it’s operational and appointment-related - consider an **Internal Note**. • If it’s a message patients should see on login - consider a **Pinned Note**. • For ongoing reflections and shared journaling - **Care Notes** are the way to go. - [General](https://support.wellifiy.com/en-au/knowledge-hub/general?hsLang=en-au) - [Product Release Notes](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#main-content) - [January 2026](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#january-2026) - [December 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#december-2025) - [November 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#november-2025) - [October 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#october-2025) - [September 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#september-2025) - [August 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#august-2025) - [July 2025](https://support.wellifiy.com/en-au/knowledge-hub/product-release-notes?hsLang=en-au#july-2025) - [Getting Started](https://support.wellifiy.com/en-au/knowledge-hub/getting-started?hsLang=en-au) - [Appointments & Booking](https://support.wellifiy.com/en-au/knowledge-hub/appointments-booking?hsLang=en-au) - [Patient Groups](https://support.wellifiy.com/en-au/knowledge-hub/patient-groups?hsLang=en-au) - [Forms, Assessments, & Docs](https://support.wellifiy.com/en-au/knowledge-hub/forms-assessments-docs?hsLang=en-au) - [Group Programs](https://support.wellifiy.com/en-au/knowledge-hub/group-programs?hsLang=en-au) - [Case Notes](https://support.wellifiy.com/en-au/knowledge-hub/case-notes?hsLang=en-au) - [Messaging](https://support.wellifiy.com/en-au/knowledge-hub/messaging?hsLang=en-au) - [Billing & Payments](https://support.wellifiy.com/en-au/knowledge-hub/billing-payments?hsLang=en-au) - [Content Management](https://support.wellifiy.com/en-au/knowledge-hub/content-management?hsLang=en-au) - [Patient Journeys](https://support.wellifiy.com/en-au/knowledge-hub/patient-journeys?hsLang=en-au) - [Activities & Check-Ins](https://support.wellifiy.com/en-au/knowledge-hub/activities-check-ins?hsLang=en-au) - [Troubleshooting](https://support.wellifiy.com/en-au/knowledge-hub/troubleshooting?hsLang=en-au) - [Contact Us](https://support.wellifiy.com/en-au/knowledge-hub/contact-us?hsLang=en-au) [![Wellifiy Logo Horizontal](https://support.wellifiy.com/hs-fs/hubfs/Wellifiy%20Logo%20Horizontal.png?width=145&height=51&name=Wellifiy%20Logo%20Horizontal.png "Wellifiy Logo Horizontal")](https://support.wellifiy.com/?hsLang=en-au) [mailto:hello@wellifiy.com](mailto:hello@wellifiy.com) Copyright © 2025,