In the Admin Center under the Notes module, administrators can control access to notes. This ensures continuity and alignment in performance reviews, coaching discussions, and HR processes.
Notes visibility and access
You can control who can see notes in the Notes module. Notes can be Public or Private, and admins can control whether managers and Teamflect administrators can access them.
Note visibility options
Visibility option | Employee / note taker | Manager | Teamflect admin | When to choose |
Public notes | Can see their public notes | Can see public notes about their direct reports. Private notes are hidden. | Can see public notes if admin access is set to Public Notes. | Choose this when notes should be available for regular coaching, performance discussions, and follow-up. |
Public & Private | Can see their own private and public notes | Can see both public and private notes about their direct reports | Can see both public and private notes | Choose this when managers or admins need full access to an employee's notes, including private notes. |
None | Can still access their own notes | Cannot see public or private notes about their direct reports | Cannot see public or private notes. | Choose this when managers or admins should have no access to employee notes. |
What the admin settings control
Admins have separate settings for manager access and administrator access.
Manager access
In Admin Center > Modules > Notes, admins can choose:
Public (Shared): Managers can see shared notes of their direct reports. Private notes are not visible.
Public & Private: Managers can see both public and private notes of their direct reports.
None: Managers cannot see any notes of their direct reports.
Administrator access
Admins can separately choose:
Shared (Public): Teamflect administrators can see public notes.
Public & Private: Teamflect administrators can see both public and private notes.
None: Teamflect administrators cannot see user notes.
Which option should you use?
Use Public when you want managers or admins to have access to notes that are intended to support coaching, performance reviews, and ongoing employee discussions.
Use Private when the note contains information that should have more limited access. Keep in mind that a private note may still be visible to managers or admins if their access is set to Public & Private.
Use None when your organization wants to keep notes completely separate from manager or administrator access.
Important: The visibility of a private note depends on your organization's admin settings. Before saving a sensitive note, check the visibility tooltip to confirm who can see it.