How to Use Contact Notes

Who this is for: Accountants and staff who need to document client interactions and important information.

What you’ll learn: How to create, edit, pin, and organize notes on contact records.

Before you begin #

• You must have access to the contact you want to add notes to
• Notes are visible to all staff members who have access to the contact

Step-by-step instructions #

Step 1: Open the Contact Profile #

Navigate to Contacts and click on the contact name to open their profile page.

Step 2: Go to the Notes Tab #

Click the Notes tab at the top of the contact profile to view all notes for this contact.

Step 3: Add a New Note #

Click the Add Note button in the top right corner to open the note editor.

Step 4: Select Note Type #

Choose a note type from the dropdown to categorize your note:

• General – For general information and updates
• Call – For phone call summaries
• Meeting – For meeting notes and action items
• Email – For email correspondence summaries

Step 5: Write Your Note #

Use the rich text editor to write your note. You can format text with:

• Bold, italic, underline, and strikethrough
• Bulleted and numbered lists
• Links to external resources

Click Add Note to save.

Pinning Important Notes #

Pin notes that need to stay visible at the top of the list:

Step 1: Select the Note #

Click on a note in the notes list to view its full content in the right panel.

Step 2: Click the Pin Icon #

Click the Pin icon (pushpin) in the note’s action toolbar. Pinned notes will display a yellow pin indicator and appear at the top of the notes list.

Step 3: View Pinned Notes #

Pinned notes also appear in the Pinned Notes section on the contact’s Overview tab for quick access.

Editing and Deleting Notes #

To edit a note:

1. Select the note from the list
2. Click the Edit icon (pencil) in the toolbar
3. Make your changes and click Update Note

To delete a note:

1. Select the note from the list
2. Click the Delete icon (trash) in the toolbar
3. The note will be permanently removed

Searching Notes #

Use the search box at the top of the notes list to find specific notes. The search looks through note content, type, and author name.

What happens next #

Notes are saved automatically and visible to all team members with access to this contact. Pinned notes remain at the top until unpinned.

Troubleshooting #

• Note not saving: Ensure you have entered content in the note editor. Empty notes cannot be saved.
• Cannot see notes: Verify you have access to this contact. Contact your administrator if you believe you should have access.
• Pin icon not working: The page may need to refresh. Try clicking the note again and then the pin icon.

Related articles #

• How to Create and Manage Contacts
• How to Use Contact Tags