Adding and Managing Client Notes
Client notes help you remember important details, document conversations, track preferences, and maintain context about your relationships. Unlike formal documents like proposals or contracts, notes are your personal reference area for anything worth remembering about a client.
Why Use Client Notes?
Remember Conversations:
Document what was discussed in calls, meetings, or emails so you don’t forget important details.
Track Preferences:
Record client preferences, communication styles, decision-makers, or special requirements.
Maintain Context:
Keep notes on project history, pain points, goals, or anything that helps you work better with the client.
Share with Your Team:
If multiple people work with the same client, notes ensure everyone has the same context.
Create a Timeline:
Build a history of the relationship with dated notes tracking key moments and decisions.
Accessing Client Notes
- Open the client’s detail page
- Click the Notes tab
- All notes for this client appear in a list
Notes are sorted by creation date by default, with the most recent at the top (or you may be able to sort by update date).
Creating a New Note
From the Notes tab:
- Click New Note or Add Note
- A form appears (usually as a slide-out panel)
- Add your note content
- Optionally add a title
- Optionally choose a background color
- Click Save
Note Components
Title (Optional):
Give your note a descriptive title like “Project Requirements Discussion” or “Billing Preferences.” Titles help you scan notes quickly.
Content (Required):
The body of your note. Write anything that’s relevant:
- Meeting summaries
- Client preferences (“Prefers email over phone”)
- Important dates or deadlines
- Budget discussions
- Feedback received
- Next steps or action items
Background Color (Optional):
Add a color to visually categorize your notes. More on this in
Organizing Client Notes with Colors
Editing Notes
To edit an existing note:
- Find the note in the Notes tab
- Click the edit button or menu (usually three dots or an edit icon)
- The note form opens with current content
- Make your changes
- Click Save Changes
Changes apply immediately. Note: edit history isn’t tracked, so anyone can edit any note.
Deleting Notes
To remove a note:
- Find the note you want to delete
- Click the delete button or menu option
- Confirm the deletion
Deletion is permanent. Once deleted, notes cannot be recovered.
Viewing and Sorting Notes
The Notes tab displays all notes for the client. You may be able to:
- View notes in list format
- Sort by creation date or last updated date
- See who created each note
- See color-coded backgrounds if colors were assigned
Best Practices for Note-Taking
✅ Date-stamp important information: Include dates in your notes, especially for decisions or agreements made verbally.
✅ Be specific: Instead of “Discussed project,” write “Client wants to prioritize mobile design over desktop. Willing to adjust budget if needed.”
✅ Add notes immediately: Document conversations right after they happen while details are fresh.
✅ Use titles for scanning: Descriptive titles make it easy to find relevant notes later without reading everything.
✅ Regular cleanup: Periodically review notes and delete outdated information or duplicate entries.
✅ Don’t put sensitive data: Avoid including passwords, personal identification numbers, or highly sensitive information in notes.
Note Organization Tips
Use consistent naming:
Develop a system for titles, like:
- “Call - [Date]” for phone conversations
- “Meeting - [Topic]” for formal meetings
- “Preference - [Area]” for client preferences
- “Decision - [Topic]” for important decisions
Chronological journaling:
Create a new note after each significant interaction to build a timeline of the relationship.
Topic-based notes:
Create separate notes for different topics—one for technical requirements, one for budget discussions, and one for communication preferences.
What to Include in Notes
Great note content:
- “Prefers to receive invoices via email on the 1st of each month”
- “Decision-maker is Sarah Johnson (CEO), but check with Tom (CFO) for budget approvals”
- “Working on tight timeline—needs first draft within 2 weeks”
- “Very responsive to email, doesn’t like phone calls unless urgent”
- “Mentioned referral potential if this project goes well”
Less useful:
- Generic reminders better suited for tasks
- Information already captured in client fields (like addresses)
- Extremely long copy-pasted email threads
Notes vs. Tasks
Use notes for:
- Information and context
- Preferences and history
- Things to remember
- Meeting summaries
Use tasks for:
- Action items
- Follow-ups with deadlines
- Things that need to be done
Common Questions
Can I attach files to notes?
Currently, notes are text-only. For file attachments, consider using project files or keeping documents organized separately.
Who can see my notes?
Notes are visible to anyone with access to the client record. If you have team members, they can see and edit all notes.
Are notes included in reports or exports?
This depends on your reporting features. Check your export options to see if notes are included.
Can I search notes?
If your workspace has global search, you may be able to search note content. Check your search functionality to confirm.
Is there a limit to note length?
Notes should have a reasonable character limit (similar to long-form text fields), but it’s best to keep notes focused and concise.
Can I @mention team members in notes?
Currently, notes don’t support @mentions or notifications. If you need to notify someone, use your team communication tools separately.
Privacy and Security
Notes are not encrypted:
Don’t store sensitive personal information, passwords, or financial data in notes.
Notes are shared within the workspace:
Any team member with client access can read and edit notes. Don’t write anything you wouldn’t want others to see.
Notes stay with the client:
If a client is archived or deleted, notes go with them. Export important information elsewhere if needed.
