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Add Notes and Follow-Ups

Keep staff-only notes on a student, track ongoing issues, and schedule follow-up reminders from the contact's profile.

By Red Belt Team | Last Update: October 31, 2026

Notes, issues and follow-ups are for staff only. Students and families never see them.

  • A note is a quick, one-time comment.
  • An issue tracks a topic over time (for example, a missed belt-test fee) with dated notes and a category.
  • A follow-up is a dated reminder to get back to the student or family.

Add a Quick Note

  1. Visit redbeltgym.com.
  2. Sign in to your account.
  3. Click Contacts in the left-side menu, then search for the student and click their name.
  4. Under Profile, click Notes & follow-ups, then click Add note.Notes & follow-ups on a contact's profile and the Add note and New issue buttons
  5. Type the note, then click Save note.The Add note window with the Save note button

The note appears in the list with your name and the date.

Track an Issue Over Time

  1. In Notes & follow-ups, click New issue.
  2. Enter a Title.
  3. Optional: choose a Category, such as Billing or Attendance.
  4. Enter the First note.
  5. Click Save issue.The New issue window with the title, category and first note, and the Save issue button

Issues are listed under Active with their category, how many notes they have and the latest update. Click an issue to add an update or mark it resolved. Use the category buttons above the list to show only one category.

An issue in the Active list with its category, notes and latest update

Schedule a Follow-Up

  1. In Notes & follow-ups, click Follow-ups, then click Add follow-up.The Follow-ups tab and the Add follow-up button
  2. Enter a Description of what should happen.
  3. Choose the date in Scheduled on.
  4. Optional: under Also send on that date, tick SMS and/or Email to send a message to the student or family on that date. Leave both unticked for a staff-only reminder.
  5. Click Save follow-up.The Add follow-up form with the description, date and SMS and Email options, and the Save follow-up button

The follow-up appears under Upcoming. After the date passes, it moves to Past.

Frequently Asked Questions

Common Questions & Troubleshooting

Can students see my notes?

No. Notes, issues and follow-ups are staff only and are never visible to the student or family.

How do I add my own note categories?

Click Manage categories in Notes & follow-ups, or go to Setup › Student Notes. See our article on creating student note categories.

Where do I see follow-ups for all my students?

Check the Follow up card on your dashboard.

Will the student get a text or email?

Only if you tick SMS or Email when you create the follow-up. The message is sent on the scheduled date.

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