🕓 History & contact notes

Everything that has happened to a member, and everything the club has done about it, in one list in order — on their record, under History & contact notes.

What lands here on its own

Subscriptions recorded, reminders sent, a lapse, an application approved, a welcome pack, an app invitation, a password reset, joining or leaving a household, saying they are leaving, coming back — and, from 9.99.169, changes to the record itself: membership type, status, renewal date, fee paid, membership number, committee role. Each entry says when, and who did it.

Pavilion has been writing most of that down since the log was built. It was displayed nowhere at all, so nobody could read it.

Notes you add

“Rang her about the subscription on 14 March” used to have nowhere to live but the single Admin Notes box, which has no date, no author and no order — and the next person to open it typed over what was there. Now: pick phone call, email, letter, spoke to them or note, set the date it happened (not the date you got round to typing it), and it goes into the same timeline as everything else.

That matters most when a subscription is being chased, when somebody is unhappy, and when a committee asks six months later what was actually said.

What can be removed

A note can be taken out again — you wrote it, you can unwrite it. Everything else stays: it is a record of something that happened, and a history that can be tidied up is not a history. If an automatic entry is wrong, the fix is to add a note saying so.

The whole history is included in a member’s data export, and is removed if they ask to be erased.

Common questions

Who can see the notes?

Anybody who can view members sees the history; anybody who can manage members can add to it. Members never see it — it is the club’s record of its own dealings, not part of their profile.

Should I still use Admin Notes?

Use it for standing facts about somebody — “prefers to be phoned, not emailed”, “parks in the disabled bay”. Use the history for things that happened on a date. The difference is whether it will still be true next year.

I typed the note under the wrong member.

Remove it with the ✕ beside it and add it again on the right record. Only notes can be removed.

Can I see everything the club has done to a member over the years?

As far back as your retention setting allows. Settings → GDPR can age the activity log out after a period you choose — it is set to keep for ever until you change it.