How to Add and Manage Notes for a Lead

Overview

Notes are where you keep a running record of what's happening with a lead, day to day. Had a site visit? Got a call from the client with a new requirement? Someone on your team followed up but you weren't around to hear it? Log it as a note.

Over time, this becomes a timeline you can scroll back through - so instead of relying on memory or digging through emails and chat threads, anyone on the team can open the lead and immediately see what's been discussed, decided, or promised. This matters even more on AEC projects where a lead might involve multiple site visits, design discussions, and approvals spread across weeks - notes keep all of that context in one place instead of scattered across people's heads.

You can also attach files directly to a note - a site photo, a quotation, a scanned document - so the context and the proof live together.

Prerequisites

The lead you're adding a note for must already exist in your CRM.

Creating a Note

Step 1. Open the lead, then go to the Notes tab.

Step 2. Click Create in the top right.

Step 3. Add a Title for the note, then write the details in the text area below. You can format the text using the toolbar - bold, italics, underline, strikethrough, text colour and highlight, alignment, bullet or numbered lists, indenting, links, and even emojis.

Step 4. To attach a file, click any of the boxes under Attachments and upload it - useful for site photos, documents, or anything else relevant to the note.

Step 5. Click Create to save the note, or Cancel to discard it.

Viewing a Note

Each note shows up as a card with the author's name, the title, a preview of the content, and when it was added. Click the card to open the full note.

Editing or Deleting a Note

Click the three-dot menu on a note card to Edit the content or Delete the note.

Filtering and Searching Notes

Use the search bar to find a note, or filter the list by who added it (user role) or by the date it was added.