The Activity & Notes area on a client profile is where you:
Request updates from a specific team member (tracked in Activity)
Review system activity logs when client data is changed (also in Activity)
Write, edit, and download client Notes (tracked in Notes)
This article walks through the full process end-to-end, including how @ mentions work when creating an update request.
1) Where to find Activity & Notes
Open the client’s profile.
Go to Activity & Notes.
Choose one of the subtabs:
Notes (for written notes you create)
Activity (for update requests + automatic audit logs)
At the top of the tab you’ll also see a Search field. It filters the list in whichever subtab you’re currently viewing.
2) What’s the difference between Notes and Activity?
Notes (manual notes you create)
Use Notes to record information about the client, such as:
Progress notes, observations, and summaries
Important context for other team members
Documentation you may want to export as a PDF
Notes support:
Rich text formatting (headings, lists, quotes, links)
Optional file attachments (PDF/Word/Images)
Editing after creation
A built-in Improve option to enhance the note text (when available in your environment)
Activity (requests + audit trail)
Use Activity for:
Request Update entries (created by staff)
A request sent from one team member to another
Includes: request type(s), recipient, message, timestamp, and optional attachment
Activity Log entries (created automatically by Imploy)
A structured record of what client fields changed
Includes: who made the change, what changed, and previous vs new values (when available)
3) Requesting a client update (Activity → “Request Update”)
Step-by-step: send an update request
In Activity & Notes, open the Activity subtab.
Click Request Update.
In the editor, select the recipient first:
Type @ (it is typically shown immediately)
Start typing a staff member’s name
Select the correct person from the dropdown
(Optional) Add one or more request types:
Type @ again
Choose a type (e.g., Budget, Care Plan, Roster)
Repeat to add multiple types (if needed)
Write the message (what you need, why, and by when).
(Optional) Attach a file.
Click the Send button/icon to submit the request.
After sending, the Activity list refreshes and your request appears in the timeline.
What’s required to send?
A request update requires:
A recipient (selected via @ mention)
A valid logged-in user context (Imploy uses this to track “Request By”)
If the recipient is missing, you’ll see an error like:
“Please mention a user to send the request to.”
4) How @ mention works (recipient first, then request type)
The Request Update editor uses @ for two different types of mentions:
A) First @ mention = the recipient (required)
Before you’ve selected a recipient, @ shows a list of people you can send the request to.
You must select one person to proceed.
B) After recipient is selected = request type mentions (optional)
Once a recipient is selected, typing @ switches suggestions to request types (Budget, Care Plan, etc.).
You can select multiple request types by repeating @ and choosing another type.
Request types you already selected are removed from the suggestion list to prevent duplicates.
Available request types
Common types include:
Budget
Care Plan
Roster
Invoice
Schedule
Documentation
Report
General
Other
If you do not select a type, Imploy defaults the request type to General.
Editing mentions after you’ve selected them
Mentions are inserted into the message as highlighted “chips” (rich text mentions).
Important behaviours:
If you delete the recipient mention from the message, Imploy treats the request as having no recipient. You’ll need to @ mention someone again before you can send.
If you delete a request type mention, that type is removed from the “selected types” for the request (so it won’t be saved as part of the request category list).
Tip: If you selected the wrong person, the simplest fix is to delete that mention and re-mention the correct user.
5) Viewing updates in Activity (timeline view)
Activity timeline basics
In Activity, entries appear in a timeline list:
The list initially shows a limited number of items (commonly 12).
Click Show more to load more entries.
What you’ll see in the Activity list
Common fields include:
Activity (category/type)
Request By
Assigned To
Time (displayed in day/month/year format and time when available)
Opening an Activity item
Click an Activity row/item to open details:
Update requests open Activity Details
Automatic audit logs open Activity Log Details
6) Viewing automatic client record updates (Activity Log Details)
Some Activity entries are created automatically when client data changes. These are meant to be an audit trail.
When opening an Activity Log entry, you’ll typically see:
Action By: who made the change
Action On: what part of the record was affected
Event: what happened (e.g., “Client data updated”)
Date & Time
Changes: a breakdown of fields that changed
Understanding the Changes section
Depending on what data is available, changes may display as:
A grid with Field / Previous Value / New Value, or
A list of updated fields with their new values (if previous values are not available)
Dates are often formatted as dd/mm/yyyy for consistency.
Troubleshooting & FAQs
“Please mention a user to send the request to.”
You haven’t selected a recipient.
Type @ and select a person from the list.
I selected the wrong recipient - how do I change it?
Delete the recipient mention from the message.
Type @ and select the correct person.
I can’t see someone in the @ mention list
The list is generated from the users available for that client context. If someone is missing, they may not have the required access/permissions, or they may not be included in the returned user list for that client.
My request type isn’t showing
Common causes:
You already selected that type (types are hidden once selected to avoid duplicates).
You haven’t selected a recipient yet (before recipient selection, suggestions show people, not types).
Why do some Activity items show “Created by” instead of “From”?
Some Activity entries represent creation events (or system entries) rather than an assigned request. The label changes to better reflect the meaning of that entry.