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Appointment notes let you attach context, instructions, or follow-up details directly to an appointment record. Notes are visible to your team and can be synced across related records — contacts, opportunities, and calendar entries — so everyone has the information they need.

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Adding notes to an appointment

1

Open the appointment

Click on any appointment in the calendar view or appointments list to open the detail modal.
2

Navigate to the notes section

In the appointment detail view, find the Notes field.
3

Enter your note

Type your note and click Save. The note is now attached to the appointment and visible to all team members with access.
Notes can be added when creating a new appointment or when editing an existing one.

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Syncing notes across records

Appointment notes are linked to the associated contact record. When you add a note to an appointment:
  • The note appears in the Notes section of the contact’s profile
  • If the appointment is tied to an opportunity, the note is accessible from the opportunity record
  • Notes persist even if the appointment is rescheduled
This cross-record visibility ensures your team has full context regardless of where they access the information.

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Creating notes via workflow actions

You can automate note creation using the Create Note workflow action. Common automations include:
  • Adding a pre-appointment note when a booking is confirmed (e.g., “VIP client — offer discount”)
  • Logging follow-up instructions after an appointment status changes to “Showed”
  • Recording no-show reasons when an appointment is marked as “No Show”
In your workflow, add a Create Note action and configure the note content using custom values and contact fields.

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Viewing note history

All notes on an appointment are displayed in chronological order with timestamps and the name of the user who created them. To view the full note history:
  1. Open the appointment detail view
  2. Scroll to the Notes section
  3. All notes are listed with their creation date and author
Use appointment notes to prepare your team before meetings. Add key details — previous interactions, special requests, or talking points — so the assigned team member is ready before the appointment starts.
Last modified on March 6, 2026