Creating Note and Report Templates in Motivity

1. Navigate to your Organization.

2. Open Note & Report Template Libraries.

3. You will see:

   • Your organization’s templates

   • Motivity’s featured template libraries (you can copy from these and customize)

If you want to build from scratch, select Create Note Template.

Required Permissions

If you do not see the template library or the + Note Template button:

1. Go to Members and confirm which Role is assigned to you.

2. Go to Settings → Roles and open that role.

3. Under Notes, ensure Manage Note and Report Templates is enabled.

If you cannot edit roles, contact your organization’s admin.

Two Ways to Build a Template

1. Copy an Existing Template

Use this when you want to reuse structure (e.g., demographic headers).

• Click the template

• Select Copy → Copy Here

• Edit fields as needed

2. Create a Template From Scratch

Select Create From Scratch and:

1. Give the template a Name (e.g., Daily Summary)

2. Assign a Label (controls permissions for create/edit/view access)

3. Create the template

Template Builder Overview

The builder shows:

• Left panel: all fields you can add

• Right panel: live preview of the note

Timeframe Settings

Set whether this is:

• Session note (start + end time)

• Report (start + end date)

• Single-date note (just one date)

If the note will link to a billing code/session, enable This note documents a session.

Adding Fields

Use the + button to insert fields or sections.

Sections

Use sections to group related content (e.g., demographics). You may:

• Name the section

• Choose whether to show the name

• Configure the section visually - compact, inline, etc. 

Imported Fields

These automatically pull data from the learner, member, or organization profile, such as:

• Learner name

• Learner demographic info

• Note author info (credentials, NPI, etc.)

• Organization info

• Program/target data

Example: Add Learner Name, then select which parts of the name to display.

Narrative & Summary Fields

Common field types:

• Text Box: free‑text narrative (size adjustable)

• Footnote: permanent text displayed on PDFs

• Initial Text: editable placeholder/sentence starters

Selection Fields

• Checkboxes: multiple selections allowed

• Dropdown: single selection

• Radio Buttons: single selection, different visual formatting

Other Field Types

• Duration

• Number

• Text Line (short text input)

• Date and Time fields

Required Fields

Any field can be marked Required. Required fields show a red indicator until completed.

Signature Configuration

To include signatures:

1. Add a Signatures imported field

2. Choose which signatures to display (e.g., author, parent)

If adding additional signature:

• Navigate to Signature and Approval Settings

• Choose whether the person can draw/type, approve/reject, and configure feedback settings

• Ensure the approval type matches the signature you included in the template

Updating & Publishing

When finished editing:

• Select Update to publish changes to users with the appropriate permissions

Role Settings for Viewing Notes

If you assign a label (e.g., "Caregiver") to the note template:

1. Go to Settings → Roles

2. Open the role (e.g., Caregiver)

3. Go to View Notes

4. Enable it and specify Which note labels the role can access

Example: Caregivers can only view notes with the Caregiver label.

Additional Training Resources

Click the Question Mark (?) in the top‑right corner of Motivity Clinical → Video Courses.

You’ll find:

• A full hour‑long training on building note templates

• Individual videos for each field type

• A separate training series for Report Templates (treatment plans, progress reports, monthly reports, etc.)

This KBA covers all foundational steps for building and customizing templates. Use the Thinkific trainings if you want deeper dives into specific field types or report‑building workflows.