This article applies to Motivity Clinical. It explains how to create a new note template, including permissions, adding fields, signatures and role settings.
This article walks through the full workflow for creating a brand‑new note template in Motivity, including permissions, adding fields, signature setup, and role configurations.
Accessing the Template Library
Navigate to your Organization.
Open Note & Report Template Libraries.
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:
Go to Members and confirm which Role is assigned to you.
The Members page in Motivity Clinical, showing the role assigned to a member.
Go to Settings → Roles and open that role.
Under Notes, ensure Manage Note and Report Templates is enabled.
The Manage Note and Report Templates setting under Notes on a role in Motivity Clinical.
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
The Copy menu with the Copy Here option on a template in Motivity Clinical.
Edit fields as needed
2. Create a Template From Scratch
Select Create From Scratch and:
The Create From Scratch window in Motivity Clinical, with the template name and label fields.
Give the template a Name (e.g., Daily Summary)
Assign a Label (controls permissions for create/edit/view access)
Create the template
Template Builder Overview
The builder shows:
Left panel: all fields you can add
Right panel: live preview of the note
The Motivity Clinical template builder, with the field panel on the left and the live note preview on the right.
Timeframe Settings
Set whether this is:
Session note (start + end time)
Report (start + end date)
Single-date note (just one date)
The timeframe settings in Motivity Clinical for a session note, report or single-date note.
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.
The + button in the Motivity Clinical template builder for inserting 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.
The section settings in Motivity Clinical, including the section name and visual configuration.
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
The Imported Fields menu in Motivity Clinical, with the Learner Name field options.
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
The Initial Text field in the Motivity Clinical template builder.
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
The other field types in Motivity Clinical, such as Duration, Number, Text Line, Date and Time.
Required Fields
Any field can be marked Required. Required fields show a red indicator until completed.
A Required field showing the red indicator in the Motivity Clinical template builder.
Signature Configuration
To include signatures:
Add a Signatures imported field
The Signatures imported field in the Motivity Clinical template builder.
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
The Signature and Approval Settings in Motivity Clinical.
Updating & Publishing
When finished editing:
Select Update to publish changes to users with the appropriate permissions
The Update button in the Motivity Clinical template builder.
Role Settings for Viewing Notes
If you assign a label (e.g., "Caregiver") to the note template:
Go to Settings → Roles
Open the role (e.g., Caregiver)
Go to View Notes
Enable it and specify Which note labels the role can access
The View Notes setting on a role in Motivity Clinical, with the option to choose which note labels the role can access.
Example: Caregivers can only view notes with the Caregiver label.
Additional Training Resources
Click the HELP 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.)
The Help menu with Video Courses in the top-right corner of Motivity Clinical.
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.
Updated 8/14/2026 by Annie DeMille