Notes

Overview #

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

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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

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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

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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

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Note Permissions #

Action	Who Can Perform
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

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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

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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"

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Mobile App Features #

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

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Notes vs Reminders #

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

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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