Notes and Activities

Overview #

Notes track all interactions with contacts—calls, emails, meetings, tasks, and observations—creating a complete activity timeline for each relationship.

Note Types #

📞 Call: Phone conversations
📧 Email: Email correspondence
🤝 Meeting: In-person or video meetings
✅ Task: To-do items and action items
📝 Note: General notes and observations

Note Structure #

• Title (optional): Short summary
• Description (required): Detailed content
• Type (required): Call, Email, Meeting, Task, or Note
• Created By/At (auto): User and timestamp

Creating Notes #

WordPress Admin:

1. Open contact → Notes section → Add Note
2. Select type, add title/description → Save Note

Mobile App:

1. Open contact → Notes tab → + button → Fill details → Save

Viewing & Managing Notes #

Contact Timeline #

Notes display chronologically (most recent first) with icons, creator info, and quick actions (edit/delete).

Editing Notes #

Admin: Find note → Edit icon → Update → Save
Mobile: Notes tab → Tap note → Edit → Save

Deleting Notes #

Admin: Find note → Delete icon → Confirm
Mobile: Swipe left → Delete → Confirm

Note Permissions #

Create: Super Admin, or users with “notes” create permission (on viewable contacts)
View: Anyone who can view the contact
Edit: Super Admin, note creator, or users with “notes” update permission
Delete: Super Admin, note creator, or users with “notes” delete permission

Configuration: Role Manager → Entity Permissions → Notes

Best Practices #

Writing Effective Notes #

✅ Be specific: “Discussed Enterprise plan at $10k/year” vs “Discussed pricing”
✅ Include action items: What was decided, next steps, who’s responsible
✅ Add context: Why, outcome, concerns/objections
✅ Use consistent format: Team-wide template (e.g., “Summary | Action Items | Next Steps”)

Timing & Organization #

✅ Create immediately: Right after interaction while fresh
✅ Backdate when needed: Add past events with correct dates
✅ Use appropriate types: Match note type to interaction
✅ Keep focused: One note per interaction

Common Use Cases #

Sales Pipeline Example #

Support Example #

Mobile App Features #

• Full CRUD operations (create, read, update, delete)
• Filter by type, offline support with sync
• Voice-to-text, quick templates, swipe actions

Notes vs Reminders #

Notes: Record past interactions (what happened)
Reminders: Schedule future actions (what needs to happen)

Troubleshooting #

Can’t create notes: Check role permissions (notes create) and contact view access
Can’t edit note: Verify you created it or have notes update permission
Notes not showing: Check filters, refresh page, verify not deleted