Notes
A note is an internal-only annotation on a client. It’s never shown to the client and never sent anywhere — it’s a place for the firm to leave context for the next person who opens the client.
Use notes for:
- Decisions made during a call — “Confirmed she’s separating from spouse, treating as MFS for 2025”.
- Operating preferences — “Prefers SMS over email for reminders”.
- Awareness about the client — “Recently widowed — be gentle with deadline pressure”.
- Cross-team context — “Marcus prepped 2024; spotted a missing 1099-DIV from Fidelity”.
How to add a note
On the client detail page, open the Info tab, scroll to the Notes card, and click + Add note.
[Screenshot: Add note dialog]
Type the note text and click Save. Notes support basic formatting — bold, italic, headings, lists, and links all work.
Mentioning teammates
Type @ followed by a teammate’s name to mention them. A popup shows users in your firm. Click to insert.
When you save the note with a mention:
- The mentioned user gets an in-app notification (the bell in the top-right).
- They also get an email, if their notification settings allow it.
- The mention links straight to the note on the client detail page.
Use mentions for “Marcus, can you double-check this K-1 next time you’re in here?” — preserving context without an out-of-band message.
Editing and deleting
From the three-dot menu next to a note:
- Edit — opens the note inline for editing. Edits are logged in the activity timeline.
- Delete — removes the note. Anyone who had a mention notification on this note gets a “this note was deleted” follow-up.
The original metadata (who created it and when) is preserved through edits.
Notes vs other places to put context
| If the context is… | Put it in… |
|---|---|
| Something you agreed on a call | A note, with an @-mention if relevant. |
| Something the client said in writing | The original conversation. Don’t copy it into a note. |
| A field you’ll always want to see | A custom field. |
| Something a teammate needs to do | A task assigned to them, not a note. |
| A label you’ll filter by | A tag. |
Notes are for unstructured prose. If the same information shows up on five clients, it probably wants to be a custom field instead.
How activity logging works
Every note creation, edit, and deletion is recorded in the activity log. You can see who said what, when — even if a note is later deleted (the deletion is itself an activity entry, with a snapshot of the note body).
Who can see notes
Anyone who can see the client can see all notes on that client. There are no per-note visibility settings.
If you want some commentary hidden from certain teammates, use a tag or custom field gated by a team permission, or move the content into a conversation with explicit recipients.
Next
- The client detail page — where notes appear in context.
- Communications — for messages to clients, not internal notes.
- Mentions — the full @-mention behavior.