Notes #

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 #

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 #

1. Note: "Inbound Lead - Interested in Enterprise, 50 employees, $10k budget"
2. Call: "Discovery Call - Pain points: manual data entry, need Salesforce integration"
3. Email: "Proposal Sent - $10k/year, includes integration, 2-week implementation"

Support Example #

1. Note: "Login Issue - Password reset failing, Error: 'Invalid token', Priority: High"
2. Call: "Troubleshooting - Browser cache issue, cleared cache, resolved"
3. Email: "Follow-up - Summary + prevention tips + help docs link"

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 #

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