Participant Outcome Management for Nonprofits
Track participant progress, measure outcomes, and demonstrate the impact of your programs. Open source, self-hosted, and built for Canadian privacy requirements.
Before you continue
KoNote is self-hosted software. You deploy it on your own infrastructure, you manage your own data, and you're responsible for security, backups, and updates. There is no vendor to call if something goes wrong.
This isn't a limitation — it's a feature. Your participant data stays under your control, on servers you choose, without vendor lock-in. But it does mean you need either technical capacity on your team or a partner who can help.
What is KoNote?
KoNote helps social service agencies track participant outcomes systematically. Define goals, record progress, measure results, and generate reports that demonstrate your programs' impact to funders and stakeholders.
Outcome-Focused
Built specifically for tracking participant outcomes — not billing, scheduling, or clinical documentation. Do one thing well.
Open Source
MIT licensed. Free forever, no vendor fees, no per-user pricing. Inspect the code, modify it, or fork it if needed.
Your Data, Your Servers
Deploy on Railway, Azure, OVHcloud, or your own infrastructure. Canadian data residency available. Participant data never leaves servers you control.
Privacy-First
Built for Canadian privacy requirements (PHIPA/PIPEDA). Field-level encryption with per-agency keys, audit logging, role-based access, cross-program consent enforcement, and a full data erasure workflow.
Bilingual (EN/FR)
Full English and French interface, following canada.ca conventions. Customise all terminology in both languages to fit your agency.
Simple Technology
No JavaScript frameworks. Server-rendered HTML with HTMX that works in any browser, loads quickly, and meets WCAG 2.2 AA accessibility standards.
Surveys & Participant Portal
Configurable surveys with automatic assignment, conditional logic, and scoring. A self-service participant portal for survey completion, goal tracking, journals, and messaging.
Multi-Agency Hosting
Share a single server across multiple agencies with strict data isolation, per-agency encryption keys, and independent configuration. Reduce hosting costs from $35–100/month to $4–10 per agency.
Data Standards (CIDS)
Tag outcomes with Common Impact Data Standard codes for interoperability. JSON-LD export for standards-compliant data sharing with funders and partners.
Design Philosophy
KoNote isn't just a database with a nice interface — it's built on a firm theoretical foundation that puts participants first.
Participant Goals Come First
KoNote was designed around the primacy of participant goals and participant experience. The funder's reporting needs are important, but secondary to the work you're doing with participants.
Feedback-Informed Practice
KoNote supports feedback-informed practice by making progress visible to both staff and participants. The note-taking process encourages active engagement from participants, not just documentation about them. Read the research →
Consent by Design
Setting up a participant record requires confirming that consent has been obtained. This isn't a checkbox you can skip — it's built into the workflow because ethical practice requires it.
Works with LogicalOutcomes
KoNote is designed to be populated by a LogicalOutcomes evaluation plan during setup. This lets you customise indicators, outcomes, and data collection to match your agency's specific evaluation questions.
Focused, Not Sprawling
KoNote covers outcome tracking, progress notes, surveys, funder reporting, messaging, meetings, a participant portal, and data export — but it is not a billing system, clinical EMR, or all-in-one CRM. It does what social service agencies need without the bloat.
A Starting Point
For many agencies, KoNote is a starter system. Get your team collecting useful outcome data now. When you're ready for something more elaborate, export your data and take it with you.
Who is KoNote for?
Good fit
- Social service agencies tracking participant outcomes
- Nonprofits that need to demonstrate program impact
- Organisations with technical staff or IT partners
- Agencies that need full control over participant data
- Canadian organisations requiring PIPEDA compliance
- Programs serving up to ~2,000 active participants
Not the right fit
- Agencies requiring billing or invoicing features
- Clinics needing standardised clinical assessments
- Teams without any technical capacity
- Organisations wanting a fully managed SaaS solution
- Programs needing native mobile apps
See it in action
Try the self-service registration form that participants use to sign up for programs. It's a live demo running on a real KoNote instance.
Ready to evaluate KoNote?
Read the documentation, try a local demo, and decide if it's right for your organisation.