Record counselling sessions, calls and meetings on a case timeline
In the case file Timeline tab choose Session, Call, Meeting or Note, write what happened, pick the date and Add to timeline.
For School administrators, Teachers, Staff, HR managers. Updated 2026-10-09.
Overview
Open a case (Open file in the List or click a Board card) to see the case file in a side drawer: student details, Why this case was opened, and for users with the “edit welfare” permission the Counsellor, Priority and Status selectors. Changing the counsellor notifies the new person ("Case reassigned.
They have been told."); assigning a case already with that person is rejected. The Timeline tab lists notes newest first with type, author and date. To add one choose the type (Session, Call, Meeting or Note), type What happened (2-5000 characters), set the Date (default today; it cannot be in the future) and select Add to timeline.
Adding a note refreshes the case in the Board by updating its last-updated time. The note form is hidden when the case is Closed; reopen first. Notes cannot be edited or deleted from the screen, so write them carefully. Staff without the “edit welfare” permission can read the file but not add notes.
Before you start
- The “edit welfare” permission permission
- The case is not Closed
Steps
- Open the case file
- In the Timeline tab choose Session, Call, Meeting or Note
- Write what was discussed, said and agreed
- Set the Date if the event was earlier than today
- Select Add to timeline
- Use Counsellor or Priority selectors to reassign or re-prioritise when needed
Common problems
I cannot add a note
The case may be Closed or you may lack the “edit welfare” permission. Reopen the case or ask for the permission.
"A note cannot be dated in the future."
Choose today or an earlier date.
Add to timeline is disabled
The note text must be at least 2 characters and a date must be set.
Keep reading
- Counselling and Welfare: confidential case files and who can see them
- Find welfare cases: List view, filters and a student's case history
- Move cases across the board: Open, Monitoring, Referred and Closed
- Open a new welfare case for a student
- Refer a student to an outside service and track the outcome