Note Types and Templates

Note types and templates help you standardise how your team records information. Note types categorise notes (e.g. Phone Call, Meeting, Email), while note templates provide pre-written content that can be quickly added to events.

Getting There

Both note types and note templates are managed from the settings area:

• Note Types — Settings > Other > Note Types
• Note Templates — Settings > Other > Note Templates

Note: You need administrator access to manage note types and templates.

Note Types

Note types are categories that you assign to each note when creating or editing it. They help your team quickly identify what kind of information a note contains.

Viewing Note Types

Navigate to Settings > Other > Note Types to see all available note types in a list.

Create a Note Type

• Go to Settings > Other > Note Types.
• Click Create.
• Enter the name for the new note type (e.g. "Site Visit", "Client Brief", "Internal").
• Click Save.

The new type will immediately be available in the note type dropdown when creating or editing notes.

Edit Note Types

• Go to Settings > Other > Note Types.
• Click Edit.
• This opens a bulk edit page where you can rename all note types at once.
• Update any names as needed.
• Click Save.

Delete a Note Type

• Go to Settings > Other > Note Types.
• Click the delete button next to the type you want to remove.
• You'll be asked to select a replacement type — all existing notes using the deleted type will be reassigned to the replacement you choose.
• Confirm the deletion.

Warning: Deleting a note type reassigns all notes of that type to the replacement type you select. Review the affected notes before proceeding to make sure the reassignment makes sense.

Note Templates

Note templates are pre-written notes that can be quickly added to events. They're useful for standardising information that you need on every event, such as venue access details, equipment checklists, or client briefs.

Viewing Note Templates

Navigate to Settings > Other > Note Templates to see all available templates listed alphabetically.

Create a Note Template

• Go to Settings > Other > Note Templates.
• Click Create.
• Fill in the template:

• Click Save.

Edit a Note Template

• Go to Settings > Other > Note Templates.
• Click on the template you want to modify.
• Make your changes.
• Click Save.

Note: Editing a template does not update notes that were previously created from it. Changes only affect future uses of the template.

Delete a Note Template

• Go to Settings > Other > Note Templates.
• Click the delete button next to the template you want to remove.
• Confirm the deletion.

Note: Deleting a template does not remove notes that were previously created from it. Those notes remain unchanged.

Using Note Templates on Events

Once templates are set up, any team member can use them when working on an event:

• Open an event and go to the Notes tab.
• Click Add template.
• Select one or more templates from the list.
• Click Add selected templates.

Each selected template is copied as a new note on the event. The new notes inherit the template's title, body, type, and job sheet settings. You can edit each note individually after it's been added.

Note: Note templates can only be added to events. They are not available on accounts or contacts.

Tips & Best Practices

Tip: Create templates for information you need on every event. For example, a "Client Brief" template with placeholder sections for event objectives, guest count, and special requirements saves time and ensures consistency.

Tip: Use note types that match your team's workflow. If your team frequently makes phone calls and sends emails, having dedicated types for each makes it easy to filter and review specific kinds of communication.

Tip: When deleting a note type, choose a replacement type that is the closest match. For example, if you're consolidating "Phone Call" and "Call" into one type, reassign to the one you're keeping.

Frequently Asked Questions

No, note templates can only be added to events. For accounts and contacts, you'll need to create notes manually.

No. Notes created from a template are independent copies. Editing the template only affects notes created from it in the future.

There is no limit to the number of note types you can create. However, keeping the list manageable makes it easier for your team to categorise notes consistently.

Note types appear in the dropdown in the order they were created. Renaming them can help with organisation, but the order is not customisable.

Related Articles

• Working with Notes
• Managing Tasks