How to Add Notes and To-Dos to a Contact

Why This Matters

Notes and To-Dos keep important information and follow-up tasks connected directly to each contact. Instead of tracking reminders on sticky notes or separate lists, you'll have everything in one place—making it easier to stay organized, remember key details, and follow through on time.

Before You Begin

Open the contact record where you want to add a Note or To-Do. Each contact has its own Notes and To-Do sections, so you'll always be working directly on the person you're thinking about.

If you work with a team and share your database, confirm you're part of a shared group. This gives you the option to assign To-Dos to other users.

Step-by-Step Instructions

1. Add a Note

Scroll to the Notes section on the contact record and click Add Note. Type your note—anything you'd normally jot down, like "Discussed renewal pricing. Follow up next week." Then click Save.

Your note is automatically time-stamped and saved to the contact's history. This creates a log of conversations and details you'll want to reference later.

Edit an Existing Note

If you need to update a note you entered manually, click the date stamp next to that note. Edit the text and click Save.

Your updated note will appear with the new text. This keeps your contact history accurate and current.

2. Create a To-Do

In the To-Do section, click Add To-Do. Enter a short description like "Send proposal" or "Check in about contract." Choose a due date, then click Save.

Your To-Do now appears on the contact record, in your Agenda Assistant, and in your To-Do List. This ensures follow-ups don't slip through the cracks.

Use To-Dos for tasks that don't require a specific time. For calendar events with set times, create an Appointment instead.

Assign a To-Do to a Team Member

If you share your database with other users, you can delegate tasks by assigning To-Dos to anyone in your sharing group.

When creating or editing a To-Do, use the Assign To dropdown. Select the team member you want to assign it to, then click Save.

You can only assign a To-Do to someone who has access to the same contact. If a user doesn't share that contact, their name won't appear in the dropdown. Anyone in the sharing group can reassign a To-Do later if priorities change.

The assigned team member will see the To-Do on their list and in their Agenda Assistant automatically.

Complete a To-Do

When you finish a task, check the Complete box next to the To-Do. The item moves from your open tasks to your completed history on the contact record.

This creates a record of completed activity and keeps your active task list focused on what still needs attention.

Questions and Answers

Q: Why don't I see the "Assign To" option?

A: You may not have a shared database set up, or you may not have access to that specific contact. Check with your account administrator to confirm your sharing permissions.

Q: I assigned a To-Do to a teammate, but they don't see it. Why?

A: Confirm that your teammate has access to the contact where you created the To-Do. If they don't share that contact, the To-Do won't appear on their list.

Q: Can I recover a Note I accidentally deleted?

A: No. Once a Note is deleted, it can't be recovered. You'll need to manually re-add the information if you still have it.

Q: Should I use Notes or To-Dos for follow-up reminders?

A: Use Notes to record details about conversations or updates. Use To-Dos for action items that need to be completed by a specific date. To-Dos appear in your Agenda Assistant and task lists, while Notes stay on the contact record for reference.

Q: Can I assign a To-Do to multiple people at once?

A: No. Each To-Do can only be assigned to one person at a time. If multiple people need to work on the same task, create separate To-Dos for each team member.

Q: What's the difference between a To-Do and an Appointment?

A: To-Dos are for tasks without a specific time—like "Send follow-up email." Appointments are for calendar events with set times—like "Call at 2:00 PM." Use To-Dos for reminders and Appointments for scheduled activities.

Guide Type: How-To Guide

Estimated Time: 5 minutes

Next Guides: Agenda Assistant • Contact Activity History • Database Sharing