> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Appointment notes

> Add, view, and sync notes on appointments in HoopAI to keep context across your team.

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.

## Adding notes to an appointment

<Steps>
  <Step title="Open the appointment">
    Click on any appointment in the calendar view or appointments list to open the detail modal.
  </Step>

  <Step title="Navigate to the notes section">
    In the appointment detail view, find the **Notes** field.
  </Step>

  <Step title="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.
  </Step>
</Steps>

Notes can be added when creating a new appointment or when editing an existing one.

## 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.

## 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.

## 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

<Tip>
  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.
</Tip>