A Note is a special type of Activity that is used to log information, a short record of information or outcomes. Notes help to capture the context behind customer interactions. While pipelines and dashboards show progress, Notes reveal intent, concerns, and decision reasoning that shape outcomes.
Different teams rely on Notes for different purposes. For example meeting Notes and call summaries: Meeting notes summarize discussions with customers or prospects. They capture goals, concerns, objections, and decisions made during calls. Meeting Notes allow others to understand outcomes without listening to recordings.
There are two ways to work with Notes:
1. Notes linked to a specific Activity (as a Task or Appointment).
2. Standalone (Global) Notes.
Understanding when to use each type will help you keep your CRM clean and well organized.
1. Notes within Activities (recommended)
Notes can be created inside another activity, such as a Task or an Appointment. When a note relates directly to a specific action, meeting, or follow-up, this is always the recommended approach.
Why create Notes within an Activity ?
The note is automatically linked to its context (task or appointment).
Information is easier to find later.
Your relation card stays structured and logical.
You effectively create a folder-like system within Tribe.
For example :Meeting notes stored inside an Appointment.
Follow-up details added to a Task.
Decisions or outcomes documented directly where they occurred.
By keeping notes tied to their related activities, you ensure that information remains meaningful and easy to trace.
How do I create a Note ?
1. Go to the location of the Activity (Task or Appointment).
2. Click Add a note… right below the Activity.
3. Enter the note text.
4. Use formatting if needed.
5. Select Save.
Notes can be edited (or deleted) later by selecting the pencil icon.
2. Standalone (Global) Notes
If a Note is not related to a specific Task or Appointment, you can create a standalone Note using the + Note button.
These notes live independently on the relation card and can be marked as favourites to be pinned to the screen for immediate visibility.
When are standalone Notes useful ?
Standalone Notes are ideal for information that needs to stand out or apply broadly, such as:
A contact being temporarily on sick leave.
Special handling instructions or alerts.
Important background information that should always be visible.
Temporary situations requiring extra attention.
For example, pinning a Note about a colleague’s absence ensures it’s immediately visible when opening the relation card - no searching required.
How do I create a standalone Note ?
1. Open/Search a Relation or Activity.
2. Click + Note.
3. Enter the note text.
4. Use formatting if needed.
5. Select Save.
Standalone Notes appear under completed activities (Ready) and can be edited by selecting the pencil icon.
Each Note also includes a Three Dots menu where you can delete the standalone Note, view how often it has been viewed, or open the audit trail (activity log).
How do I set a standalone Note as favourite ?
Setting standalone notes as favourites helps you keep important information easy to find within a busy timeline. This feature allows you to highlight specific notes so they appear at the top of the timeline for quicker access. You might use this when a note contains key instructions, updates, or reminders you need to refer to often.
Any User can set a Note as a favourite for themselves. You can only remove favourites that you have personally added.
Step-by-step instructions :
1. Open/Search the record (Relation or Activity) where the Note is located.
2. Find the Note you want to mark as important in the timeline.
3. Click the heart icon on the top-right of the Note.
4. Confirm that the Note now appears at the top of your timeline (Favourites).
To remove a favourite, click the heart icon again on the same Note.
Quick Summary
Use Notes within Tasks or Appointments whenever the note relates to a specific activity.
Use standalone Notes for important, general information that needs high visibility.
Pin or favourite standalone Notes to highlight (critical) information.
Using Notes this way keeps your CRM structured, searchable, and effective for everyone working in Tribe.