---
title: 5.10 Contact Notes
description: "Contact Notes are free-text notes your team keeps about a specific contact — the running commentary that doesn't fit the structured profile fields (call…"
url: "https://peikly.com/docs/contact-notes/"
updated: "2026-10-06"
category: "Contacts & CRM"
tags:
  - Manual sync
---

# 5.10 Contact Notes

## What This Feature Does

Contact Notes are free-text notes your team keeps about a specific contact — the running commentary that doesn't fit the structured profile fields (call summaries, preferences, "asked to be contacted after the 15th", and so on). Every note is timestamped and attributed to whoever wrote it.

## When to Use

- Use after a call or meeting to record what was said and what to do next.
- Use to leave context for a teammate who might pick up the conversation later.
- Do not use notes for information that belongs in a real field (email, phone, tags, company) — put those on the contact form so filters and automation can see them.

## Prerequisites

- CompanyAdmin, or TenantUser with access to the contact.
- You can read every note on a contact you can access. You can **edit or delete only your own notes**; a CompanyAdmin can edit or delete any note.

## Where to Find It

The **Notes** button appears in two places, and both open the same panel:

- On the contact's **Profile** page, in the header next to **Edit Contact**.
- In **WhatsApp Chat**, in the conversation header (only for conversations linked to a saved contact).

When the contact already has at least one note, the button is highlighted and shows a small count badge.

## Step-by-Step Instructions

**Add a note**

1. Click **Notes** to open the panel.
2. Click **New** (top of the panel).
3. Type the note. Optionally tick **Pin to top** to keep it above the others.
4. Click **Save note**.

**Edit a note**

1. Open the **Notes** panel.
2. Click the pencil icon on your note.
3. Change the text (or the pin state) and click **Save note**.

**Delete a note**

1. Open the **Notes** panel.
2. Click the trash icon on your note and confirm.

**Search notes**

- Type in the **Search notes** box in the panel header. The list filters as you type.

## What Happens After

- Notes are ordered pinned-first, then newest-first.
- Every note also appears in the contact's [Timeline](/docs/contact-timeline/) with the sticky-note icon.
- Deleting a note is a soft delete — it is removed from the list and the timeline but not purged.

## Errors, Messages, and Common Fixes

| Issue | Why It Happens | How to Fix |
| --- | --- | --- |
| No pencil/trash icons on a note | It was written by someone else and you are not a CompanyAdmin | Ask the author or a CompanyAdmin to change it |
| **Notes** button missing in WhatsApp Chat | The conversation is not linked to a saved contact | Use **Save as contact** first (see [9.2 WhatsApp Chat](/docs/whatsapp-chat/)) |
| *Unable to add note* | You lost access to the contact, or the note is empty | Confirm you still have access to this contact; enter some text |

## Best Practices

- Keep one note per interaction rather than continuously editing a single running note — the timestamps then tell the story.
- Pin only genuinely durable facts (for example, "prefers WhatsApp, never call"), not day-to-day updates.