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Notes let you record free-form information directly on a contact record — call summaries, preferences, background details, or anything else your team needs to remember. Every note is timestamped, searchable, and visible to all team members with access to the contact.

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Accessing notes

Open any contact record and click the Notes tab in the right-side information panel. All existing notes for that contact are displayed in reverse chronological order (newest first).

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Creating a note

1

Open the Notes tab

Navigate to Contacts > Smart Lists, click a contact’s name to open their record, then select the Notes tab in the right-side panel.
2

Click Add

Click + Add to open the note editor.
3

Write your note

Enter your note text in the editor. Notes support plain text and can be as long as needed. Common uses include:
  • Call summaries and next steps
  • Client preferences and personal details
  • Meeting outcomes and decisions made
  • Concerns, objections, or special handling instructions
4

Save the note

Click Save to attach the note to the contact record. The note appears immediately with your name and a timestamp.

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Editing a note

1

Locate the note

In the Notes tab, find the note you want to update.
2

Open the edit view

Click the pencil icon on the note card to open the editor.
3

Update and save

Make your changes, then click Save. The note retains its original timestamp but shows that it has been edited.

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Deleting a note

Click the trash icon on the note card to delete it. A confirmation prompt appears before the note is permanently removed.
Deleting a note is permanent and cannot be undone. If you want to preserve the content, edit the note rather than deleting it.

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Searching and sorting notes

Use the search bar at the top of the Notes tab to find notes by keyword. This is especially useful on contacts with a long history. Use the sort control to switch between:
  • Newest first — default view; most recent notes appear at the top
  • Oldest first — useful for reviewing the full chronological history of a contact

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Pinning notes

Pin important notes so they always appear at the top of the list, regardless of sort order.
1

Locate the note to pin

Find the note in the Notes tab.
2

Pin the note

Click the pin icon on the note card. Pinned notes move to the top of the list and display a filled pin icon.
3

Unpin the note

Click the pin icon again to unpin the note and return it to its natural position in the list.
Pin your most important context notes — such as a client’s preferred communication method or an agreed-upon discount — so they are immediately visible to any team member who opens the record.

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Notes in automation

Workflows can create notes on contact records automatically using the Create Note action. This is useful for logging events such as:
  • When a contact submits a form
  • When a payment is received
  • When a workflow stage changes
Automated notes are indistinguishable from manual notes in the Notes tab and include a timestamp reflecting when the workflow ran.

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Frequently asked questions

Yes. Notes are visible to any team member who has access to the contact record. There is no concept of private notes — use internal comments in the Conversations tab if you need to leave messages only for specific team members.
Notes are text-only. To attach files to a contact record, use the Documents tab where you can upload PDFs, images, and other file types.
Yes. When two contacts are merged, all notes from both records are combined on the master record.
Not directly from the Notes tab. Use the Advanced Filters in Smart Lists and filter by note content to find contacts based on notes across your entire database.
Last modified on March 5, 2026