Adding Client Notes

Notes are your place to record important information about clients that doesn't fit elsewhere — personal preferences, special requirements, internal observations, or anything that helps you provide better service. Good notes turn a database entry into a real understanding of your client.

What to include in notes

Useful notes might cover:

Personal details

Preferred name or pronunciation
Family details mentioned in conversation
Interests or hobbies they've shared
Important dates (anniversaries, birthdays)

Business preferences

Preferred communication style
Best times to contact
Decision-making process
Key concerns or priorities

Relationship context

How you met or who referred them
Previous businesses or roles
Long-term goals they've mentioned
Sensitive topics to avoid

Service notes

Special requirements or accessibility needs
Dietary requirements for events
Past issues and how they were resolved
Specific product preferences

How to add a note

Quick note from client list

Go to Clients
Find the client in the list
Click the more options icon (three dots)
Select Add Note
Type your note
Click Save

Detailed note from client record

Open the client record
Click the Notes tab
Click Add Note
Enter your note content
Optionally add:

- A title or subject - Tags to categorise the note - Attachments (documents, images)

Click Save

Note while viewing communications

Open a communication in the client record
Click Add Note in the sidebar
Your note is linked to that specific communication

Note types

Categorise notes by type for easier filtering:

General — miscellaneous information
Follow-up — actions needed or promises made
Important — critical information everyone should know
Meeting — summary of a conversation
Internal — team-only observations

Select the type when creating a note, or edit later.

Pinning important notes

Keep crucial information visible:

Open a note
Click the pin icon
Pinned notes appear at the top of the Notes tab

Use pinning for:

Key contact information
Special requirements
Important relationship context
Ongoing situations

Viewing notes

All notes for a client

Open the client record
Click the Notes tab
Notes display in chronological order (newest first)
Click any note to expand and read in full

Notes in the activity timeline

Notes also appear in the Activity tab, integrated with other interactions like emails and meetings.

Searching notes

Open the client record
Go to the Notes tab
Use the search box to find notes containing specific words

Editing and deleting notes

Edit a note

Open the note
Click the pencil icon
Make your changes
Click Save

Edited notes show "Edited" with timestamp and who made changes.

Delete a note

Open the note
Click the bin icon
Confirm deletion

Deleted notes cannot be recovered. Consider archiving instead if you might need the information later.

Sharing notes with your team

By default, notes are visible to all team members with CRM access. This ensures everyone has the context they need.

Private notes

If you need to record something privately:

When creating a note, tick Private
Only you and administrators can see private notes

Use private notes sparingly — shared knowledge benefits everyone.

Note templates

For recurring note types, create templates:

Go to CRM Settings
Click Note Templates
Click Add Template
Create your template with placeholder text
Save

When adding a note, click Use Template to start from a pre-defined format.

Example template: New client summary

First meeting: [date]
Met through: [referral/event/etc]
Main contact: [name, role]
Key priorities: [list]
Decision timeline: [timeframe]
Next steps: [actions]

Best practices for notes

Be objective — stick to facts and observed behaviours
Be professional — notes may be seen by others or requested by clients
Be timely — add notes while information is fresh
Be specific — include dates and details, not vague observations
Be useful — ask "would this help someone else serve this client?"

Notes in the mobile app

Access and add notes on the go:

Open the Launchpad app
Navigate to the client
Tap Notes
Tap + to add a new note
Notes sync automatically across devices

Great notes turn a client list into real relationships. The few seconds spent recording important details pay off every time you interact with that client.