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Client Notes

Notes help you capture important information about clients that doesn't fit into standard fields. Use notes to document conversations, preferences, and insights.

Adding a Note​

Quick Note​

  1. Open the client record
  2. Find the Notes section
  3. Click in the text area
  4. Type your note
  5. Press Ctrl+Enter (or click Save)

Detailed Note​

For longer notes with formatting:

  1. Open the client record
  2. Click + Add Note button
  3. Enter a title (optional)
  4. Write your note using the rich text editor
  5. Click Save

Note Features​

Rich Text Formatting​

Notes support rich text formatting:

  • Bold and italic text
  • Bullet and numbered lists
  • Headings
  • Links
  • Code blocks

Mentions​

Tag team members in notes:

  1. Type @ followed by their name
  2. Select from the dropdown
  3. They'll be notified about the mention

Attachments​

Attach files to notes:

  1. Click the 📎 attachment icon
  2. Select a file or drag and drop
  3. The file will be linked to the note

Note Visibility​

Notes can be private or shared:

TypeWho Can See
PrivateOnly you
TeamAll team members with client access
PinnedProminently displayed at the top

Setting Visibility​

When creating or editing a note:

  1. Click the visibility dropdown
  2. Choose Private or Team
  3. Save the note

Pinning Notes​

Pin important notes so they're always visible:

  1. Find the note you want to pin
  2. Click the 📌 pin icon
  3. The note moves to the top of the notes section

To unpin, click the pin icon again.

Editing Notes​

Edit Your Own Notes​

  1. Find your note
  2. Click the Edit (pencil) icon
  3. Make changes
  4. Save

Edit History​

Notes track edit history:

  1. Click the ⋮ menu on a note
  2. Select View History
  3. See all versions with timestamps

Deleting Notes​

  1. Find the note to delete
  2. Click the ⋮ menu
  3. Select Delete
  4. Confirm deletion
warning

Deleted notes cannot be recovered. Consider editing the content instead if you need to remove sensitive information.

Searching Notes​

Find notes across all clients:

  1. Press Ctrl+K (or ⌘+K)
  2. Type your search terms
  3. Filter by Notes

Within a Client​

  1. Open the client record
  2. Go to Notes section
  3. Use the search box to filter notes

Note Templates​

Create templates for common note types:

Creating a Template​

  1. Go to Settings → Templates → Notes
  2. Click + New Template
  3. Enter:
    • Template name
    • Default content
  4. Save

Using a Template​

  1. Click + Add Note
  2. Click Use Template
  3. Select your template
  4. Customize as needed
  5. Save

Template Ideas​

  • Meeting Notes: Date, attendees, discussion points, action items
  • Call Log: Date, duration, summary, follow-up
  • Client Preferences: Communication style, key contacts, important dates
  • Project Brief: Goals, timeline, requirements, budget

Best Practices​

Be Specific​

Instead of:

"Had a good call"

Write:

"Called to discuss Q2 project. They want to focus on social media campaigns. Budget approved for $5k/month. Follow up next Tuesday."

Use Timestamps​

For time-sensitive information:

"Jan 15, 2025: Client mentioned they're evaluating competitors. CEO meeting scheduled for Feb 1."

Organize with Headers​

For complex notes, use headers:

## Meeting Summary
Key discussion points here...

## Action Items
- [ ] Send proposal by Friday
- [ ] Schedule follow-up call

## Notes
Additional context...

Tag Relevant People​

Use @mentions to:

  • Assign follow-up tasks
  • Keep team members informed
  • Document who said what