Private Notes Overview in AccessAlly

With AccessAlly Pro, you can create private notes and homework assignments for your site users. These can be used in a variety of ways: as a private notepad for your course users, a homework submission tool, or simply as a way to communicate 1-1 with students.

Note: in order for you to receive admin notifications, you must configure the “Admin emails” option in ProgressAlly → General Settings → Private Notes

Note: The IDs for notes are unique, so if you delete notes the numbers will not change.

Types of Notes:

Currently, there are five different types of Private Notes:

Private Course Note

The Private Course note type allows a user to write down notes specific to the module / course. Admins are NOT be notified when the user writes down a note. Users can update their own notes as often as needed.

This is a great option if you want your course users to take notes on the materials in your online courses/membership site.

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, the user will be notified and they can no longer change/alter the text in the note section.

Question and answer FAQs

Q: Why is the participant unable to reply to the note?
A: This note type is set to “1” reply. If an admin or team leader has replied to the note it will be closed to future replies. If multiple replies are needed you can change this note to “custom” with a number greater than 1 reply to reopen the note.

Q: How is this note type used?
A: This note is great for gathering feedback at the end of a course or in situations where you’d like to cap the replies to a single reply.

Q: The participant was able to edit this private note, but now is no longer able to, what happened?
A: Once an admin (or team leader) replies to the note or closes the note text can no longer be edited. If multiple replies are needed you can change this note to “custom” with a number greater than 1 reply to reopen the note.


Admin-initiated comment

An admin-initiated comment allows admins to add a comment / content to a page that is specific to each user. The users are not notified when the comment is created, nor can they reply to the comment – it will simply appear as text on a page.

Use this to make your course pages personal for each user!

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 approves the submitted content.

When the user submits content via this note type, the admin will be notified. Then, the admin can review the answer and approve it. Once approved, the user will be notified and can no longer change the note content.


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

This functionality is extremely useful if you want to set up a Coaching Client dashboard to upload client calls or videos. See the full tutorial for setting that up here.

Create Notes for Teams

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

Private Note Member Avatars

By default, the WordPress avatar of a member will be pulled from Gravatar. However, if you’re using AccessAlly’s member profile functionality to let people upload a new profile image, you will want to enable these images to load for Private Notes.

Here’s what this will look like:

Screenshot of Private Notes

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 December 4, 2023

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