# CRM Notes

> Add internal notes to People and Companies, search every note in one place, organise favourites, and turn a note into a task.

Canonical: https://help.spacebrain.ai/crm/notes/
Last modified: 2026-09-25T00:00:00.000Z

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 [#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 [#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 [#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 [#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 [#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 [#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 [#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 [#meeting-notes-in-the-crm]

If your workspace uses [Meeting Notes](/calendar/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 [#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](/troubleshooting/contact-support/).

## FAQ [#faq]

### Who can see my notes? [#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? [#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 [#next-step]

Track sales opportunities in [deals and pipelines](/crm/deals-and-pipelines/).