Coaching Notes
Coaching Notes can either be Shared or Private, and can include an attachment.
- Shared Notes are visible to those with the "Coaching: All Access" permission, the respective user who created the Note, and the selected employee.
- Private Notes are visible to those with the "Coaching: All Access" permission and the respective user who created the Note. Private Notes are not visible to the selected employee.
↳ Those with the "Coaching: All Access" permission will be able to see Private Notes unless the Note is about themself.
↳ Co-coaches are not able to view a Private Note that was created by the lead manager, but they can leave a Private Note that is visible to the lead manager.
All Notes can be viewed at once within the manage coaching view or on the employee's dashboard (coaching tab).
How do I create a Coaching Note?
Who can access and view Coaching Notes?
↳ Can I change a Note from shared to private? Private to shared?
What do I need to know about Coaching Notes?
What email notifications are associated with Coaching Notes?
Coaching Permissions
Default Admin Permission Sets allow Creation of a Coaching Note for anyone, while default Manager Permissions allow creation of Coaching Notes just for subordinate users.
What's a subordinate user?
A Manager must be listed as at least 1 User's manager, through Groups Types and Groups, or directly via User Settings in order to connect Users to them.
Special Note if you manage another Manager - If you are listed as a Manager's Manager within their User Settings, any employees that roll up to them will also be considered your subordinate users.
Updating the Permission, Coaching: Create Note, will allow for more or less restriction around creation of Coaching Notes.
Have questions about updating Permissions? Learn more here.
Create a Coaching Note
1. Create a Coaching Note via:
- the Quick Actions button, Coach and Develop > Note
- the left navigation, Coaching > Notes
- a User's Dashboard, Coaching tab
↳ As noted above, you will need to be their Manager in Ambition through a Group or their Settings.
- an existing Coaching Program Check-In
2. Unless you are creating a note through a User's Dashboard or existing Check-in, you will need to select the appropriate employee to associate the note with.
Select a single User via the Employee drop-down menu by searching or scrolling.
3. Fill in the text field with the Note's contents.
4. Determine if this Note will be Shared or Private by updating the Shared/Private toggle.
Shared notes are visible to those with the "Coaching": All Access" permission, the respective manager who created the note, and the selected employee.
Private notes are visible to those with the "Coaching": All Access" permission and the respective manager who created the note. Private notes are not visible to the selected employee.
↳ Those with the "Coaching: All Access" permission will be able to see Private notes unless the note is about themself.
↳ Co-coaches are not able to view a private note that was created by the lead manager, but they can leave a private note that is visible to the lead manager.
5. Optionally attach a file that's related to the note's contents.
Only one file can be added to a given note.
JPG, PDF, CSV, and short MP4 files are supported as as note attachment file types.
6. Depending on the type of note, click the respective Save Shared Note or Save Private Note button.
The red alert symbol on Save Shared Note does not represent an error, but rather alerting you an email will be sent to the employee.
Learn more about Coaching Note emails here.
Edit a Note
All existing notes can only be edited by the creator.
The content can be updated and the access level, shared or private, can be changed as well.
1. Click the 
icon on the note you wish to edit, and click Edit.
The option to Edit can be found where accessing the note via a User's dashboard or through Coaching > Notes.
2. Make the needed changes. Edits can include:
- Updating the note's content
- Updating a note from Private to Shared
- Updating a note from Shared to Private
- Attaching or removing a file attachment
3. Depending on the type of note, click the respective Save Shared Note or Save Private Note button.
The red alert symbol on Save Shared Note does not represent an error, but rather alerting you an email will be sent to the employee. If you've change a Private Note to Shared, an email will be sent.
Learn more about Coaching Note emails here.
Coaching Note FAQs
Who can see Shared Notes?
Shared Notes are visible to those with the "Coaching: All Access" permission, the respective manager who created the Note, and the selected employee.
A new manager will now supervise my previous direct reports. Can the new manager see the private Notes I’ve created for each of my prior reports?
No, Private Notes are only visible to those with the "Coaching: All Access" permission and the manager who created them. A new manager would only be able to view your old Private Notes if an admin assigned them the “Coaching: All Access” permission.
Who all can see Private Notes?
Private Notes are visible to those with the "Coaching: All Access" permission and the respective manager who created the Note. Those with the "Coaching: All Access" permission will be able to see Private Notes unless the note is about themself.
Co-coaches are not able to view a Private Note that was created by the lead manager, but they can leave a Private Note that is visible to the lead manager.
Can I leave Notes on a Check-in once it has been completed?
Yes, managers can leave both private and shared Notes on Check-ins regardless of the completion status.
Will the employee know if I leave a Note on their Check-in?
Employees will be notified via email when you’re created a shared Note for them, but they will never be notified about private Notes.
Can reps leave Notes on their own coaching timelines?
Reps are not able to leave Notes anywhere in their Ambition accounts. Employees can, however, respond to and leave comments in the “Comments” section of their coaching Check-ins.
What types of attachments can I add to my Notes?
You can add JPG, PDF, CSV, and short MP4 files as note attachments.
How many file attachments can I add to a Note?
You can add only one file to a given Note.
Can employees respond to shared Notes?
Employees cannot respond to or interact with Notes shared by their manager. Employees can, however, respond to and leave comments in the “Comments” section of their coaching Check-ins.
Are Notes deleted after a certain amount of time?
No, coaching Notes will remain in your Ambition instance indefinitely until they are manually deleted.
Why am I not able to filter coaching notes on the “Notes” page?
By default, those with the "Coaching: All Access" permission are the only users able to access the filter function on the “Notes” page.
To access the filter function, you’ll need to be assigned the “Coaching: Create Notes” → “Can Create Notes for Anyone” permission set.
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