📇 Records & Presets
Records are the credentials, documents, and facts your agency keeps on file per nurse — the raw material compliance tracking runs on.
Record kinds
| Kind | What it is | Alerts? |
|---|---|---|
| 📄 Fact | A stored value — an SSN, a yes/no answer, a license number | No |
| 📅 Date | A tracked date — a hire date, a training completion | No |
| ⏳ Expiration | A date that must stay in the future — CPR, car insurance, background screening | Yes — the alert system watches these |
Facts have a value shape enforced on every write: free text, yes/no, number, or SSN.
Sensitive values
Facts can be sensitive (SSNs always are): stored encrypted, masked on screen with an explicit reveal on the nurse's profile, and never shown in agency-wide listings. A preset marked always-sensitive can never be downgraded.
Presets vs ad-hoc records
- Presets are reusable record definitions — a name, kind, and value shape. Noted ships a standard library (CPR/AED certification, driver's license, Level 2 background screening, HIPAA training, zero tolerance training, and more), and you can create your agency's own under Manage Presets. Renaming a preset renames it everywhere; each nurse can hold one record per preset.
- Ad-hoc records are one-off entries with their own name, for anything that doesn't fit a preset.
Working with records
- Add from a nurse's profile — pick a preset (already-held ones are shown grayed) or go custom.
- Batch add stamps one record onto many nurses at once — ineligible nurses and existing holders are skipped, not errors.
- Renew an expiration by setting its new date; the old date's alert closes automatically.
- Mark as missing — for paperwork that should be on file but isn't yet. A missing record of any kind raises an Urgent alert that only clears when the document actually arrives (you can't clear "missing" without supplying the value or date). See Compliance & Alerts.
The Records page
The agency-wide Records page lists every record across the team — search by name, filter by preset, type, and status (Overdue, Expiring soon, Current; missing records always count as Overdue). Rows link straight to the owning nurse's profile. A Calendar view maps expirations onto the months they land in.