Setting Up Automated Case Notes Notifications to Clients
This guide outlines how to configure Entire OnHire so that Case Notes are automatically emailed to clients using the Notes Engine and a specially created staff user.
✏️ Step 1: Create a New Staff User (for Case Notes Only)
🔹 Navigation:
Go to ➔ Settings ➔ Users ➔ Create a New User
🔹 Instructions:
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Role Type: Select Professional.
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Email Address: Enter the email address where you want case notes notifications to be sent.
⚡ Tip: This should be a monitored email address, but no one needs to actually log into the platform using this account.
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Important: Do not share or distribute login details for this user. It exists solely for system automation purposes.
✏️ Step 2: Create Your Case Notes Form (Growth Module)
🔹 Navigation:
Go to ➔ Growth Module ➔ Notes Engine
🔹 Instructions:
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Click Create New Form.
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Design your Case Notes Form by adding required fields, questions, and layout.
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Save your form.
✏️ Step 3: Configure Notes Engine Access and Notifications
🔹 Navigation:
Stay in ➔ Notes Engine ➔ Configure Access & Notifications.
🔹 Instructions:
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Access Settings:
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Assign the correct Qualifications or User Access settings to limit who can view and submit case notes.
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Notification Settings:
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Set the notification to send case note submissions to the new staff user created in Step 1.
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✅ Once configured, the system will automatically email the case notes form to clients using the new Professional staff user account.
📸 Screenshot idea: Notes Engine > Notification Settings section showing user selection.
🔥 Quick Recap
| Step | What You Need to Do | Key Reminders |
|---|---|---|
| 1 | Create a new Professional user | Correct email address, no login access given |
| 2 | Build your Case Notes Form | Growth Module ➔ Notes Engine |
| 3 | Set access and link notifications | Connect to the new staff user |