Working with Notes

Notes let you record important information, correspondence, and updates against events, accounts, and contacts. They act as a shared log that your whole team can reference, keeping everyone informed about what's been discussed or decided.

Getting There

Notes are accessible from the Notes tab on:

Events — Open an event and click the Notes tab.
Accounts — Open an account and click the Notes tab.
Contacts — Open an account, select a contact, and view their notes.

There is no global notes list — notes always live within the context of an event, account, or contact.

Overview

The notes list displays all notes for the current record in a table showing:

Column	Description
Title	The note's title (or the date/time if no title was set)
Type	The note type category (e.g. Phone Call, Meeting, Email)
Created By	The team member who wrote the note
Created At	When the note was created
Updated By	The last person to edit the note
Updated At	When the note was last edited

Click on any note to open it and view its full content.

How To...

Create a Note

Navigate to the Notes tab on an event, account, or contact.
Click Create note.
Fill in the note details:

- Title — An optional heading for the note. If you leave this blank, it will automatically be set to the current date and time. - Type — Select a note type from the dropdown (e.g. Phone Call, Meeting). Note types are configured by your administrator. - Body — Write the note content using the rich text editor. You can format text, add links, and create lists.

Optionally, configure job sheet visibility:

- Display on Job Sheet — Check this box if you want the note to appear on generated job sheets for this event. - Job Sheet Templates — If your account uses multiple job sheet templates, select which ones this note should appear on.

Click Save.

Tip: If you're logging a phone call or meeting, use the title to capture who you spoke with and the note type to categorise it. The body can hold the full details of the conversation.

Create Notes from Templates

When working on an event, you can quickly add pre-written notes from templates:

On the event's Notes tab, click Add template.
A modal appears listing all available note templates.
Select one or more templates by checking the boxes next to them.
Click Add selected templates.

Each selected template is copied as a new note on the event, inheriting the template's title, body, type, and job sheet settings. You can then edit each note as needed.

Note: Note templates are only available on events, not on accounts or contacts. Templates are managed in Settings > Other > Note Templates.

Edit a Note

Click on a note in the notes list to open it.
Modify the title, type, body, or job sheet settings as needed.
Click Save.

The Updated By and Updated At fields will automatically reflect your changes.

View Note History

If you need to see what changed in a note over time:

Open the note you want to review.
Click the View changes link (if visible).

This shows a detailed revision history of every change made to the note, including who made each change and when.

Note: The "View changes" link is only visible if you have the appropriate permissions to view revision history.

Delete a Note

Open the note you want to remove.
Click Delete note.
Confirm the deletion in the dialog that appears.

Warning: Deleted notes cannot be recovered. Make sure you no longer need the information before deleting.

Job Sheet Notes

Notes flagged with Display on Job Sheet will be included when you generate a job sheet for the event. This is useful for including special instructions, venue access details, or other operational information that your on-site team needs.

If your account uses multiple job sheet templates, you can control which templates include each note by selecting the appropriate checkboxes.

Settings & Configuration

Note-related settings are managed by administrators:

Note Types — Customise the available note categories at Settings > Other > Note Types. See Note Types and Templates for details.
Note Templates — Create reusable note templates at Settings > Other > Note Templates. See Note Types and Templates for details.

Tips & Best Practices

Tip: Use note types consistently across your team so you can easily scan the notes list and find specific kinds of records (e.g. all Phone Calls or all Meeting notes).

Tip: If you regularly need the same set of notes on every event (e.g. "Venue Access", "Equipment List", "Client Brief"), set these up as note templates. You can then add them all at once from the event's Notes tab.

Tip: Use the "Display on Job Sheet" option for any operational details that your on-site team needs. This keeps job-relevant information flowing directly to the generated documents.

Frequently Asked Questions

Q: Can I add notes to a contact?

Yes. Navigate to the account, select the contact, and you can create and manage notes for that contact. These notes are separate from the account-level notes.

Q: Why don't I see the "Add template" button?

The template button only appears on the Notes tab within events. It is not available for accounts or contacts.

Q: What happens if I leave the title blank?

The title is automatically set to the current date and time (e.g. "15/03/2025 14:30"). You can always edit this later.

Q: Who can see my notes?

Notes are visible to all team members who have access to the event, account, or contact they belong to.