1. What is a Note Policy for hour claims?

A Note Policy allows you to require or optionally prompt users to add a note when claiming hours for a shift.

This applies when a user is:

• Checking out of a scheduled shift

• Claiming hours for a shift they were reserved or assigned to

• Submitting a past hour claim from their dashboard for an opportunity

The note is collected during the hour claim workflow and becomes part of the official record.

2. What is the purpose of using a Note Policy?

The Note Policy is designed to collect simple contextual information without requiring a full form submission.

Common uses include:

• Describing the work completed

• Providing supervisor names

• Adding shift details

• Explaining late arrival or early departure

• Giving basic activity summaries

It provides a lightweight way to gather supporting information for hour validation.

3. Can the note be mandatory or optional?

Yes.

Administrators can configure the Note Policy to be:

• Mandatory (users must enter a note before submitting hours)
  or

• Optional (users may add a note but are not required to do so)

This allows flexibility depending on your organization's reporting needs.

4. When does the note prompt appear?

The note prompt appears during the hour claim process, including:

• When a user claims hours for a scheduled shift

• When a user submits a past shift hour request from their home dashboard

The prompt appears before the hour claim is finalized.

5. Where is the note stored?

Submitted notes are saved in two key places:

1. On the Reservations and Hours Log Report as a dedicated field

2. Within the individual hour claim record when viewed by an administrator

This ensures the note is tied directly to the logged hours for reporting and review purposes.

6. Can administrators edit the note?

Yes.

Administrators have the ability to:

• View the submitted note

• Edit the note from the admin side

• Add or modify notes as part of managing the hour claim

The edited note remains attached to the hour claim record.

7. When should we use a Note Policy instead of a Form Submission Policy?

Use a Note Policy when:

• You only need brief contextual information

• You want a fast and intuitive user experience

• You do not need structured or multiple data fields

Use a Form Submission Policy when:

• You need multiple required fields

• You need formal documentation

• You require waivers or compliance forms

• You need structured data collection

The Note Policy is best suited for simple, open-text information, while Form Submission Policies are better for detailed workflows.