Notes are a key part of member documentation in Pear Suite. While flows and forms help collect structured data, notes are where you can add context, personal details, or anything else that doesn’t neatly fit into a question box. They help create a full picture of the member’s situation and support better continuity of care over time.

Adding a Note During an Activity

While you're in the middle of an activity, you’ll see a green sidebar on the left side of your screen. This sidebar gives you access to different sections, and one of them is labeled “Notes.” Click on this to open the notes section.

From here, you have two options:

1. Select a note template (if your organization has created one), or
2. Write a note directly by entering a title and the note details in a blank field.

Templates are useful when you have a consistent way of documenting something—like case notes, check-ins, or visit summaries—so you don’t have to rewrite common fields each time. More on how to create templates below.

Adding a Note from the Member’s Profile

You can also add notes at any time directly from the member’s profile. On the right-hand side of the profile, you’ll see a “Notes” section. Click the “+ Add Note” button. Just like during an activity, you can either select a pre-made template or type in a new note manually.

Any notes you add—whether from within an activity or through the member’s profile—will be stored in the member’s record. These notes can’t be deleted, but they can be edited. Pear Suite keeps a history of all changes, so you can always track how the note has evolved.

Creating a Note Template (Organization-Wide)

If your team has a specific way of writing notes—for example, including fields like “Case Manager Name,” “Visit Type,” or “Summary of Interaction”—you can create a reusable note template for everyone in your organization.

To do this, go to the Templates section using the green sidebar on the left, and then click on the “Notes” tab.

From there:

• Click “+ Add Note Template.”
• Give your template a title.
• Add labeled text fields such as “Case Manager Name” or “Visit Notes.” These are the fields that staff will see and fill in when they select this template.
• Save the template.

Once created, the note template will be available to everyone in your organization. Staff can use it during an activity or when adding a note directly from a member profile. This helps keep documentation consistent and saves time.

Creating a Member-Specific Note Template

Sometimes, you may want to create a note template that’s specific to just one member. You can do this from within that member’s profile by clicking “+ Add Note”, then selecting “Create Template.”

Keep in mind:

This type of note template will only be available for that one member. It won’t show up when working with other members, and other team members won’t be able to use it across the organization.

Final Tip

Notes are a powerful way to capture the full story of your work with members. Whether you're recording a personal update, a case management summary, or documenting a barrier the member shared, it's always worth taking a moment to add a note.

If you’re not sure whether a note template already exists or want help setting one up, your Customer Success Manager is always available to assist you.