This guide covers creating the same contact, note or action for every visible member of one list.
It does not cover adding clients, tagging, or sending a bulk email. See How to add clients to a list, How tags work on a list and its clients and Lists: an overview.
When Lists is available
Lists and this action only appear when your organisation has the lists feature switched on.
Use a bulk record only when the same work genuinely applies to every member. The wording, date and time spent are copied to each record.
Open the bulk record
In the Case Management sidebar, select Lists.
Open the list.
Check the member rows. Use All statuses or All staff if you need to understand who is shown.
Select Create bulk records.
The dialog is titled Create bulk records and says Add the same record to every member of this list (2 members). with the actual member count.
The action uses the whole list, not ticked rows and not only rows left by the on-screen filters.
Fill in the shared fields
Under Type, choose Contact, Note or Action.
For a contact, choose its Contact way: Outbound, Inbound or Appointment.
Choose the Contact method: In person, Phone, Video chat, Email, Message or Letter. Written methods are unavailable when the contact way is Appointment.
For an appointment, optionally set Attendance to Attended, No show, Cancelled by staff or Cancelled by client. Leave it as Not recorded if attendance is not known.
Enter the shared Title and Content.
Set Date. For an action this label changes to Due date.
Enter Time spent (minutes) if needed.
Switch on Mark as key event if this should be highlighted as a key event on every client's record.
The current dialog does not show a per-client preview or a separate confirmation page. Check the list and shared fields before continuing.
Create the records
Select Create for 2 members, with the actual member count shown on the button.
The button reads Creating... while Joy works. On a complete result, Joy shows Record added for 2 members and then Created 2 records. in the dialog. Select Done to close it.
If a member can no longer receive a record because the client has been deleted, belongs to another organisation or is no longer visible to you, Joy skips that client. The result shows Created 1, skipped 1, followed by Skipped 1: and the affected client name.
If the batch itself fails, Joy shows Could not create records followed by the error. A write can fail after earlier clients have already been saved, so read the error rather than assuming the whole batch was rolled back.
Which case receives each record
When a client joined the list through a case, Joy attaches their record to that case. If the same client joined through more than one case, Joy uses the most recently added case membership.
When someone is a whole-client member rather than a case member, Joy creates a client-level record with no case attached. A hidden case you cannot see is not used; the record falls back to the client level.
The current dialog does not show this case choice before you select Create for … members. If case placement matters, check how each person joined the list first, or create the records individually from the correct case.
Find the records afterwards
Open a client and select Client record. The new item appears in their record history with the shared type, title, content, date and time spent.
When Joy attached it to a case, the record also carries that case's chip and appears in that case's timeline. A client-level record has no case chip.
Bulk creation does not offer Save to clinical record. These records are created in Case Management and are not queued for GP-system file-back by this action.