Notes and Activities

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 #

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 #

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

Support Example #

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

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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 #

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