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Flags & Notes

Flags and notes help you track important information about students and ensure the right people are aware of pastoral needs.

Flags​

Flags are visual markers that appear on a student's profile and in the student roster. They help leaders quickly identify students who need attention.

Flag Types​

Flag TypePurposeWho Can See
CelebrationPositive milestones (baptism anniversary, breakthrough, etc.)All leaders and teachers
AbsentStudent has been absent or disengagedAll leaders and teachers
Prayer RequestStudent has submitted a prayer requestLeaders and confidential access users
Pastoral CareSensitive pastoral concern requiring confidential follow-upPastors only

Adding a Flag​

  1. Open the student's profile
  2. Click the Flag button (or the flag icon)
  3. Select the flag type
  4. Add an optional description with context
  5. Click Save

Managing Flags​

  • Flags appear as colored indicators on the student's name in the roster
  • Click on a flag to view its details
  • Flags can be resolved (removed) when the situation is addressed
Confidential Flags

Pastoral Care flags are only visible to users listed as pastors on the church's pastoral team. This ensures sensitive information stays confidential. See Pastoral Team for how to configure this.

Notes​

Notes let you add free-form text to a student's profile. Unlike flags, notes are general-purpose records.

Adding a Note​

  1. Open the student's profile
  2. Scroll to the Notes section
  3. Click Add Note
  4. Write your note
  5. Click Save

Note Visibility​

Notes are visible to leaders and teachers assigned to the student. They provide a running history of interactions, conversations, and follow-ups.

Privacy and Access Control​

Apostolic Path takes pastoral confidentiality seriously:

  • Pastoral Care flags — Visible only to designated pastors (pastorUserIds on the church)
  • Prayer Request flags — Visible to pastors and users with confidential access
  • Celebration and Absent flags — Visible to all leaders and teachers
  • Notes — Visible to leaders and the assigned teacher

See Roles & Permissions for the full access control model.