Overview
By default, every section of a session note appears in the exported PDF — the document shared with insurance payers, reviewed during audits, and sometimes accessed by parents. Hidden Note Sections introduces a toggle that lets admins mark specific sections as “Internal Only,” keeping that content inside the platform without it appearing on the exported PDF.
This feature supports two key use cases:
Internal clinician-to-clinician notes that should not be shared externally
Sections that should be hidden from review based on role permissions
Role-Based Behavior
Template Managers
Gain an “Internal Only” toggle on each section within the Template Builder
The toggle is grouped with other section-level settings and indicated by a low-vision icon
Can be applied to new or existing templates; existing notes are not affected retroactively
Behavior Technicians / Providers
Internal-only sections appear in the note form and are visually marked with the internal icon so providers know the content will not appear on the PDF
Data entered in internal sections is saved and stored like any other section
Note: If a role does not have the “View Hidden Note Sections” permission enabled, those sections will not be visible to users in that role
Signers
Before signing, providers see a Signable Preview that reflects exactly what the final PDF will contain
Internal-only sections are excluded from this preview — no blank spaces or placeholders appear in their place
Signers are legally attesting only to what is visible in the preview
Clinical Directors / Supervisors
All note data, including internal-only sections, is visible in the Motivity Clinical timeline, provided the user has the “View Hidden Note Sections” role permission
Auditors / Payers
Exported PDFs exclude all internal-only sections; auditors and payers only see the relevant professional clinical documentation
Step-by-Step Setup
Step 1: Configure Role Permissions (Admin)
Navigate to the Role Permission editor
Locate the “View Hidden Note Sections” toggle
Set the permission to None, If on Team, or All Learners as appropriate for each role
Note: Users in roles without this permission will not see internal sections when viewing or filling out notes.
Step 2: Set Up the Template (Admin)
Open the Template Builder
Select a section and locate the “Internal Only” toggle in its settings
Enable the toggle and save the template
Note: This setting applies to all new notes created from the updated template. Existing (legacy) notes are not affected.
Step 3: Fill Out a Note (Provider)
All sections appear in the note form, including internal-only ones
Internal sections are visually marked so providers know they won’t appear on the PDF
Fill out all sections as normal; data is saved regardless of internal status
Step 4: Sign the Note
When the provider moves to sign, the Signable Preview opens
Internal-only sections do not appear in the preview
The signing flow is otherwise unchanged
Step 5: Export a PDF
When a PDF is generated, internal-only sections are excluded automatically
CSV/Excel exports and API integrations continue to include all data regardless of internal-only status
Important Notes
Section-level only: The Internal Only toggle applies to entire sections, not individual fields within a section
No retroactive changes: Toggling a section does not affect notes that were already created or signed
PDF only: The hiding logic applies to the PDF export and Signable Preview only. All data remains visible in the clinical timeline, CSV exports, and API responses
Data is never deleted: Internal-only is a rendering filter. No data is removed from the platform
Last Updated: 5/15/26 by Tatum Winslow