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.