Coach Notes

A coach note is your organization's own guidance for one decision — who to consult, what your office checks, a link to your policy. It shows under Our practice in How we decide, beside the control people use to make that decision.

You write notes on the Coach tab of the Studio. Open it from:

• the Training hub → Learning content → Studio; or
• Settings → Training → AccessPoint Learning → Open the Studio.

Coach notes are written in your real work only, not in Lab mode. The ? in a note's editor opens this page.

The Coach tab is part of the core product in both AccessPoint for Microsoft 365 and Hosted AccessPoint: it works without the AccessPoint Learning module or add-on. Without it, the Studio opens on the Coach tab and its other tabs say they need the module.

Who Can Do What

• People who hold Author learning content write, edit, reorder and delete your organization's notes. It is a sensitive permission you add to a role under Roles & Permissions; Administrators have it. An author who does not administer AccessPoint or manage training opens the Studio from the Training hub.
• People who hold Manage training switch notes on and off — your organization's and the jurisdiction packs'. A new note starts switched off, and nobody sees it until it is switched on.
• An author can also change a note that is switched on. The change shows under How we decide as soon as it is saved, and the editor reminds the author of that.

Writing a Note

1. Choose the Coach point — the decision. The list shows how many notes each point has, and the line under it says where that point appears.
2. Select New note. The editor opens.
3. Under Where it shows, leave every list empty to show the note on every case at this point, or narrow it. You can narrow by request types, legal authorities, assessment, incident or complaint types, and by the point's own options — extension reasons, exemptions, fee schedules, consultation types, outcomes, screener questions, risk levels, validation steps, notifications, findings or letter purposes, whichever the point has. Pick them by name from your configuration, or type a code that is not listed under Another code for … and select Add.
4. Under Our practice, write the text — one column per language, side by side (see Languages).
5. Build the text block by block (see Blocks and Links). Preview as people see it shows the text as it will appear.
6. Under Linked modules, add up to five modules that teach this decision — your organization's or a jurisdiction pack's. Add a module picks one; Remove takes one off. How we decide offers them under Learn more to the people who can open them. A module that is not published, or is switched off, shows nothing yet, and the editor says so.
7. If you manage training, Show this note under How we decide switches the note on when you save.
8. Select Save. If AccessPoint refuses the note, the reason is shown beside the language, the Where it shows lists or the Linked modules it is about.

When you fill in several Where it shows lists, the note shows only where the case matches all of them. A note narrowed to one extension reason shows only once someone chooses that reason.

Languages

The columns are your organization's languages (Settings → Languages), the default first.

• A language with nothing written yet is marked Not written, and the heading lists those languages.
• Add a language adds another of the eleven languages AccessPoint speaks. A column for a language that is not one of your organization's can be removed, with its text.
• A language you leave empty is not saved, and a note needs at least one.

People whose language has no text see the note in a language it has, with Not yet written in your language.

Blocks and Links

• Add paragraph, Add heading and Add list add blocks. Each block's Block type can be a paragraph, heading, subheading, bulleted list or numbered list.
• Move up, Move down and Remove block arrange the blocks. In a list, Add item and Remove item change its items.
• To add a link, write [words](https://address) in the text, or put the cursor where the link goes and select Insert link (the link text, and a web or e-mail address).
• Links must start with https:// or mailto:. Any other link is marked on its field, and the note is not saved until you change it.
• A block with formatting the editor cannot change is kept exactly as it is: you can move or remove it, but not edit it.

A note holds only structured text — paragraphs, headings, lists and links — never HTML.

The List of Notes

For each coach point, Your organization's notes are listed in the order How we decide shows them. Move up and Move down reorder them, and each move is saved.

Each note shows its first words, where it shows, its languages (and any of your organization's languages it is not written in) and whether it is switched on, with Edit, Switch on or Switch off, and Delete.

A note that is switched on cannot be deleted: someone who manages training switches it off first. Delete asks first, and deleting is permanent.

Notes from Your Jurisdiction Packs

Notes from your jurisdiction packs are listed apart, under From your jurisdiction packs (read-only), and show under The rule in How we decide. View opens one read-only.

Someone who manages training can switch a pack's note off and on. Re-applying the pack with Add and update unchanged keeps that choice. Re-apply a pack to receive its notes:

• The Universal learning pack has notes in all eleven languages on request scope, the response and its outcome, the assessment screener, risk rating, breach notification and the complaint finding.
• The Canada federal pack (version 1.44 or later) has eighteen notes in English and French, for its extension reasons, main exemptions, fees and consultations, each linking to its section of the Act on the Justice Laws website.

Pack content is a starting point built from public information about the legislation, not legal advice. Your legal counsel validates and adjusts it — add your organization's position as your own notes under Our practice.

When How We Decide Is Switched Off

If Show How we decide at decision points is switched off under Settings → Training → AccessPoint Learning, the Coach tab says so. You can still write and switch notes, but none shows until How we decide is switched back on.

What Is Recorded

The audit ledger records each note created, changed, switched on or off, and deleted: the coach point, where it shows, its languages and whether it is on — never the text itself.

Related Pages

• How We Decide — what people see beside each decision.
• AccessPoint Learning Studio — the Studio's other tabs.
• Training — Settings → Training and the AccessPoint Learning section.
• Roles & Permissions — granting Author learning content and Manage training.
• Configuration Packs — re-applying a pack to receive its notes.