Intelligence
Relationship Intelligence Relationship Engagement Index Superbrain AI Archetype Bayesian Deal Probability AI Moat Score GTM Command Centre Revenue Miner Say/Do Ratio
Visualise
Relationship Groups Relationship Planner Opportunity Orbit Client Cockpit Bucket Game Perfect Timing
Act
Personalised Communication Effortless Action Automations Network Scanner Deal Rooms Angles Tab
Methodology & AI
AI Coaching Sales Methodologies Sales Canvases Fear Matrix Meeting Intelligence Manifesto Generator AI Partner Assist
More
Product Tour Integrations
Solo Consultants Fractional Executives Boutique Consultancies Agencies
Services Blog Changelog About Sign in Talk To The Founder
Home / Wiki / Contacts & Data Quality

Add a note to a contact or deal

Updated May 2026

You'll learn how to: Add a free-form note to any contact or deal so it stays on the timeline and is searchable forever.

Time: 30 seconds.

When to add a note vs use a field

Use a field when the data is structured and repeated (every deal has a "value", every contact has a "title"). Use a note when it's context that doesn't fit a column: a quick observation from a call, a strategic insight, a reason for a decision.

Good note examples:

  • "On the call she mentioned the CFO is the real budget owner, not the VP Marketing."
  • "They're consolidating tools in Q4. Mentioned us alongside ToolX."
  • "Decided to pause until next year. Re-engage in January."

Bad note examples:

  • "Title: VP Marketing" (use the Title field).
  • "Closed $25k" (set Stage = Won and Value = 25000).

Steps

On a contact

  1. Open the contact profile.
  2. Find the Add Note action. Common locations: above the timeline, in the Quick Actions row, or via a + icon on the activity feed.
  3. Click it.
  4. A note composer opens.
  5. Write the note. Some workspaces support basic markdown (bold, lists, links).
  6. (Optional) Pin the note so it stays at the top of the timeline.
  7. Click Save.

On a deal

  1. Open the deal canvas.
  2. Find the activity timeline section.
  3. Click Add Note (or + Note).
  4. Same composer, same options.
  5. Save.

The note appears on the timeline immediately with your name and a timestamp.

What notes flow into

  • The contact's / deal's activity timeline.
  • The Superbrain corpus (so AI grounding picks up the context for future drafts and coaching).
  • Search results when searching that contact / deal.
  • Meeting prep briefings for upcoming calls with the contact.

Pin a note

Pinned notes float to the top of the timeline so they're always visible. Use pins for context you want to see every time you open the contact: "Champion. Recommended us to two other firms." A pin is more useful than a tag for narrative context.

To pin / unpin an existing note, hover the note and click the pin icon, or use the more-actions menu on the note.

Edit or delete a note

Hover the note. The more-actions menu offers Edit and Delete. Edits show a "(edited)" marker with the new timestamp. Deletions are permanent (no undo).

If something goes wrong

  • Symptom: "Add Note action isn't there." → Fix: Some profile templates hide it by default. Try the timeline area directly; the + button usually surfaces it. Or open the contact's more-actions menu.
  • Symptom: "Note saved but isn't on the timeline." → Fix: Refresh once. The timeline updates on next data load. If still missing, the note might be on a different entity than you thought; check the activity feed of the related deal / company.
  • Symptom: "I want a note that's visible to my team but not to the buyer." → Fix: Notes are internal-only by default. They never appear on shared deal rooms. To share with a teammate but mark sensitive, just write the note normally; the deal room view filters them out.
  • Symptom: "Pin icon doesn't do anything." → Fix: Pinning may require a higher role on some plans. Check with an owner; otherwise the note is unpinned but still visible chronologically.

Related: Manage your contacts | The deal canvas | Add an action item.