Private Notes Overview in AccessAlly

With the AccessAlly Pro private notes feature, you can create spaces for taking course notes, journaling, sharing PDF homework assignments, or with your 1:1 coaching clients to send replay links and coaching call notes.

Creating Private Notes

You can add private notes to any page or post on your site. Each has a unique ID number to the page/post it is on, deleting one does not reuse or renumber it.

Private notes have two steps:

  1. Creating a note – Private Notes tab under ProgressAlly Page Settings
  2. Displaying a note – Use the AccessAlly Shortcode Generator to create the shortcode to paste on your WordPress page.

Creating a Note

Go to the page you’d like to add your Private Note, scroll to ProgressAlly Page Settings → Private Notes tab.

ProgressAlly Page Settings Private Notes in AccessAlly

Displaying a Note

Add the note to the page with the AccessAlly Shortcode Generator. Paste the shortcode where you’d like your Private Note to appear on the page.

Shortcode Generator for Private Notes in AccessAlly

Types of Private Notes:

There are five options to choose from.

Private Course Note

The Private Course is like a notepad. Your participants can take notes and update as often as they like in this space.

Taking notes in AccessAlly

Question and answer

This note type can be used for one-time questions. Admins can then reply to a question asked. Once the reply has been sent this note closes out. This note type is great for gathering testimonials or feedback about your programs.

Private Notes QA Example in AccessAlly

Admin-initiated note

This note type is initiated by a site admin. You would use this note type if you want to select the person to send a note to, versus the participant starting the note by answering a question.

A popular way to use this type of note is if you have a 1:1 coaching program and need to send a client their coaching call replay.

Coaching Call Replay and Resources in AccessAlly

Admin reviewed answer

This note type is used in conjunction with the Note objective. The corresponding note objective is only marked as completed when an admin or team leader approves the note.

When the user submits content via this note type, the admin will be notified. Then, the admin can review the answer and approve it.

Admin-reviewed private note in AccessAlly


The custom note type includes additional customization options (shown below) so you can mix and match features to create your own note type.

Custom note in AccessAlly

Adding Attachments to Private Notes

If you need to send or receive a file in a Private Note use the “+ add attachment” option. Currently, the max file size for uploads is 10MB.

Example private notes with homework in AccessAlly

Private Notes for Teams

Team leaders can view, reply, and approve private notes submitted by their team members. Learn how here.

Answering Private Notes

As a site admin you can review Private Notes by going to ProgressAlly → Private Notes and selecting how you’d like to view your notes.

Review Your Private Notes

Closing Private Notes

If a private note appears as “needs a reply” but you do not need to answer it, you can “close” the private note. After closing it, the participant can still view it, but it no longer appears in the admin view as needing a reply.

Close notes that Need a reply in ProgressAlly

Private Note Profile Photos

By default, the WordPress avatar of a member will be pulled from Gravatar or you can use AccessAlly’s profile photo so your participants can upload their own photos!

Profile image in Private Notes in AccessAlly

Go to AccessAlly → Settings → General Settings → Display Settings.

Screenshot of display setting location

Then check the box called “Member Profile Image”, to enable AccessAlly profile images to be shown instead of default WordPress profile images.

Screenshot of profile image checkbox

You can also decide if you want to show these profile images on the front end to your members (not just administrators).

Go to ProgressAlly → Settings → Private Notes and enable the checkbox for profile images:

Screenshot of profile image enabled on front end


Updated on April 11, 2024
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