CRM Notes

Notes let your team write down what they know about a customer, such as a decision, a concern, or a promise. This guide shows you how to add notes, find them later, and keep the useful ones close at hand.

Before you begin

• Anyone with CRM access can read notes. Adding and editing notes needs editor access or higher.
• Notes are internal. Customers never see them. Even so, never put passwords, API keys, or card numbers in a note.

Where to find notes

• CRM → Notes shows every note across People and Companies.
• The Notes tab on a Person or Company shows notes for that record only.

Add a note

1. Open CRM → Notes and choose New note.
2. Search for the Company or Person the note is about and select it.
3. Add a title, or leave it as Untitled note.
4. Write the note.
5. Choose Create note.

What you should see: the note appears at the top of the list (when sorted newest first) and on the record's Notes tab.

You can also add a note from a Person's or Company's Notes tab.

Write a useful note

A good note says what happened, why it matters, and what happens next. For example:

Title: Pricing call – Acme

Dana confirmed budget is approved for Q1. Legal review takes about two weeks. Concern: data export from their old CRM. Next step: send migration guide by Friday (Sam).

Use an attribute instead of a note for anything you'll want to filter or report on, like "Contract renewal date". Use a note for the story behind it.

Find a note

On CRM → Notes:

• Search with Search notes and records…. It matches note text, titles, and Person and Company names.
• Switch between All, Companies, and People.
• Filter by author with All authors.
• Use Sort notes to sort by Creation date or Recently updated, newest or oldest first.
• Switch between list view and grid view.

Keep important notes close

1. Select the star on a note to Add to favorites.
2. Choose View settings and tick Show favorites to show a Favorites section at the top.
3. Tick Group by creation date to group notes by when they were written.

Starring a note doesn't change the record it's attached to.

Turn a note into a task

Open an existing note and choose Create task when the note contains a follow-up. Give the task an owner and a due date so it doesn't get lost.

Meeting notes in the CRM

If your workspace uses Meeting Notes, summaries can be added to matched People and Companies automatically. On an empty Notes page, choose Meeting Notes settings to set this up.

If something goes wrong

• New note is missing. You need editor access or higher.
• I can't find a note. Clear the search, set the record type to All, and set the author to All authors.
• A note shows no date. Some older notes are missing a date. The note is still available.
• Notes won't load. Try again, and check you're in the right workspace. If it keeps happening, contact support.

FAQ

Who can see my notes?

Notes are shared with your workspace. Teammates see them according to their CRM access.

Should I use a note or a task?

Use a note to record what happened. Use a task for something someone must do. A note can lead to a task with Create task.

Next step

Track sales opportunities in deals and pipelines.