Case Noting in the App

Overview

Most organisations require a case note to be completed as evidence that a shift occurred. Within the Astalty app, Support Workers can easily record, view, and edit case notes linked to their shifts.

Writing a Case Note

• Open the Support you are documenting.
• Tap Write Note.
• Enter the details of your case note. It saves as you type — there is nothing to press to keep it.
• When you are finished, tap the tick in the top right to close the note.

The tick stays greyed out until the note reaches the minimum length your organisation has set, so a note that is too short cannot be finished off.

Editing a Case Note

• Open the Shift and select Notes.
• Tap the case note you want to update.
• Select Edit.
• Make your changes. They save as you type — tap the tick in the top right when you are done.

Are case notes saved as drafts?

No. Case notes have no draft state — the note is created as soon as you start typing and every change is saved as you go, so there is no separate list of draft notes to find and nothing is lost if you leave the screen part-way through.

The tick in the top right finishes the note and closes it; it is not what saves your text.

What you may be looking for is a shift whose note was never written. Those appear under Incomplete Shifts on the home screen, showing Notes: 0.

Attaching Photos and Files

You can attach photos and files to a case note — while writing a new note or editing an existing one, including group case notes.

Attaching a Photo

• Tap the photo icon above the keyboard.
• Choose Attach media to select an existing photo from your gallery, or Take photo to use your camera.
• A button appears showing how many photos you've added — tap it to review them and remove any you don't want to keep before you tap the tick to finish the note.

Attaching a File

• Tap Attach.
• Choose one or more files from your device.
• Accepted file types are PDF, JPG, PNG, CSV, DOCX, DOC, XLSX, XLS, TXT, and ZIP. Each file can be up to 100MB.

Viewing Attachments

Once you tap the tick to finish the note, its attachments appear under Images and Documents. Tap a photo, PDF, video, or audio file to preview it — other file types aren't supported for in-app preview.

Incomplete Case Notes

If a case note is not completed at the end of a shift, it will appear under Incomplete Shifts on the main screen of the Support Worker app. This helps you quickly identify any missing information that still needs to be recorded.

Completing an Incomplete Case Note

• On the home page, go to Incomplete Shifts.
• Find the shift marked with a red chip showing what is still outstanding.
• If a case note is missing, it will display as Notes: 0.
• Tap the entry, then tap the clipboard icon at the bottom of the screen.
• Enter your case note, then tap the tick in the top right to finish it.

Once completed, the shift will disappear from the Incomplete Shifts list.

Templates

When writing case notes, you may have access to templates if your organisation has set them up. Templates provide a pre-structured format for notes, helping you remember what details to include and ensuring consistency across all case notes.

Accessing Templates

• When writing a note, tap Templates.
• Select the relevant template.
• The template will pre-populate your case note, which you can then complete with additional details.

Which Case Notes a Support Worker Can See

By default a Support Worker sees every case note on the Participants they work with. Admins can narrow this from the worker's Permissions tab using two settings — Can view all case notes and Can only view case notes written by users in their user groups.

When a Support Worker is restricted, the notes they see on a Participant are:

• Notes they wrote themselves.
• Notes written by someone who shares a Team or Custom User Group with them, if the user-group option is on.
• Notes on any shift they personally worked, whoever wrote them.

Notes written by workers outside their user groups, on shifts they didn't work, are hidden.

Case Noting Group Supports

If you are scheduled to a group support, there may be times where you need to write notes that need to be applied to all Participants in the group, or write notes specifically for each individual Participant.

Completing Group Case Notes

To complete case notes for a group support:

• Once you've selected your group shift, tap Write Note. When the blank note page opens, it will be automatically defaulted to All Participants.
• If you are intending to write a case note for all Participants attached to this group support, complete your case note and then tap the tick in the top right.

• However, if you need to write a note for a specific Participant - tap the All Participants button and tap on the Participant that you would like to write the case note for. Write your case note and then tap the tick in the top right.

Viewing Group Case Notes

All case notes completed for this group support, can be viewed from the shift.

• Once you've selected your group shift, tap View Shift.
• Then tap on Notes - where it displays the number of notes already completed for this support.

The notes page will display all the notes completed for this group support so far, including:

• The date and time
• Who it was written by
• Which Participants were assigned to that note - all or specific Participants.

If a note is selected, it will open up where it can be viewed and if you are the user who wrote the note it can also be edited.

Case Noting in the App – Video Overview

The following video provides a walkthrough of how to create, edit, and complete case notes in the Support Worker app.