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Care Interaction Links: Logging Care Without a Login

Last updated on 
Headline beside an illustrated Log a Care Interaction form with a Submit Interaction button
One link opens a short form, so anyone on your team can record care without signing in.

Some of your best care happens through people who will never open a dashboard: the lay minister who visits on Tuesday afternoons, the neighbor who calls the widows on her street, the retired deacon who prays with the shut-ins. If logging that care means creating an account and remembering a password, it often goes unrecorded.

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Watch how a care visitor opens their link and logs a visit in about a minute.

A Care Interaction Link fixes that. It is a private web address you give to one person. They tap it, search for the person they cared for, write a few lines, and submit. No account, no sign-in, about a minute. The interaction lands in CareNote like any other. Care Interaction Links are part of CareNote Plus.

Each link belongs to one person on your team and has a name you choose so you can tell links apart. It works on a phone or computer and can be reused for every visit or call. A link lasts one year. Anyone holding the link can log interactions, so treat it like a key and revoke it if it ends up in the wrong hands.

Links are managed from your Owner settings. The page is not in the left navigation. Open it from your CareNote Plus settings, or go straight to /settings/<your team number>/care-interaction-links. It lists every live link, meaning links that have not been revoked or expired.

The Care Interaction Links table with Name, Assigned To, Email, Last Used, Expires and Created By columns
Notice the Email badge and the Last Used column, which tell you at a glance whether a link arrived and is being used.
  1. Open Care Interaction Links and click Generate New Link.
  2. Type a Link Name, something that helps you recognize whose link it is.
  3. Choose who the link is for under Assign to User.
  4. Click Submit.
The Generate New Link form with Link Name and Assign to User fields
Both fields are required before the link can be created.

The assignee list is searchable and each option shows the person's role in parentheses, such as "Name (Volunteer)". You can assign a link to an Administrator, Huddle Member, Team Member, or Volunteer.

The Assign to User dropdown listing people with their roles
Each option reads Name (Role), so you can pick the right person quickly.

Submitting creates the link and emails it to the person you assigned. You will see a "Volunteer Form Link Created" confirmation.

2. See what your people receive

The email subject is "Your Care Interaction Link" followed by your church name. It says who sent the link, offers a button labeled Open my Care Interaction Link, and explains that no account or sign-in is needed. It also gives the date the link expires.

The link email with the Open my Care Interaction Link button
The email tells the reader to bookmark the link and reuse it for every visit or call.

3. Check that the email arrived

The Email column shows a badge for each link: Queued, Sent, or Failed. A link that has never been emailed shows "Not sent". The table refreshes itself every 30 seconds, so a Queued badge turns to Sent without you reloading.

One thing to know: Sent means the mail provider accepted the message. It does not promise the message reached an inbox. If someone says nothing came, check their spam folder first. Failed usually means the address on their profile needs fixing.

Last Used shows "Never" until the person opens the form and submits something, which makes it easy to spot links nobody has started using.

Open the three-dot menu on any row.

The row menu showing Copy Link, Send Link, Regenerate Link and Revoke Link
All four single-link actions live in this one menu.
  • Copy Link shows the full address in a read-only box with a copy button.
The Copy Care Interaction Link window with a read-only Link URL
Use the copy button beside the Link URL to put it on your clipboard.
  • Send Link emails the link to someone. The assignee is filled in for you. If you pick a different person, CareNote creates a new link for them and revokes the old one, so one link never quietly belongs to two people.
The Send Link window with the assignee already chosen
Leave the name as is to re-send, or choose someone else to hand the link over.
  • Regenerate Link creates a new link and revokes the old one. The old link stops working immediately.
The Regenerate Link confirmation explaining the old link will no longer work
Regenerating cannot be undone, so the confirmation spells out what happens to the old link.
  • Revoke Link turns a link off. Anyone using it can no longer submit interactions.
The Revoke Link confirmation warning that anyone using the link can no longer submit
Revoking is the right move when someone steps down from a care role.

Tick the boxes beside the links you want, then open Bulk actions.

The Bulk actions menu with Resend link email and Delete selected
Bulk actions appear once at least one row is selected.

Resend link email emails each selected link again to the person it is assigned to. Links with no assigned person are skipped, and a "Resend Complete" message tells you how many were queued and how many skipped. Resending is only available in bulk, so select a single row if you only need one.

The Resend Care Interaction Links confirmation
The confirmation reminds you that each link goes to its assigned person.

Delete selected removes the links for good, and anyone using them can no longer submit.

The Delete Care Interaction Links confirmation
Deleting is a good end-of-season cleanup for links nobody uses anymore.

The link opens a page titled Log a Care Interaction. There is nothing to install and no login.

The empty Log a Care Interaction form
The form asks for only what is needed to record the moment.
  1. Enter Your Name.
  2. Search for the Person they cared for. Results are limited to your team.
The Person search showing matching names
Typing a few letters narrows the list to people in your church.
  1. Choose an Interaction Type: Note, Update, Visit, Prayer Request, Phone Call, or Email.
The Interaction Type dropdown
Six types cover most of what a care visitor does.
  1. Confirm the Date, which starts as today, and add a Time if you like.
  2. Write what happened in Notes.
  3. Turn on Schedule a follow-up to reveal a Follow-up Date.
  4. Click Submit Interaction.
The completed form with Schedule a follow-up turned on and the Submit Interaction button
Turning on Schedule a follow-up adds the Follow-up Date field.

If a link has been revoked, regenerated, or has expired, the page says "Link Expired" and asks the visitor to contact their church administrator for a new one.

The Link Expired page
This is what someone sees when they open an old or mistyped link.

Frequently asked questions

Does the person need a CareNote account? No. The link is the only thing they need. The Volunteer role itself has no login at all and reaches CareNote only through this form.

How long does a link last? One year from the day it is created. The expiry date is in the Expires column and in the email.

Why is a link missing from the table? The table only lists live links. Revoked, deleted, and expired links drop off the list.

Can I give a link to a Team Member or Administrator? Yes. Assignees can be Administrators, Huddle Members, Team Members, or Volunteers. The settings page that manages links is an Owner settings page.

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