Client notes
The free-text notes on a client record: where to write them, where they show up, and who can read them.
Every client record has a Notes box. It is for the things a document cannot carry — the gate code, the dog, “always call before 9”, the fact that the last invoice took three reminders. Notes are internal: they are never printed on a quote, an invoice or an email, and a client never sees them.
Overview
Client notes are one text field on the record, not a running log. Whatever is in the box is what shows; there is no history of earlier notes, no timestamps and no author. If you need a dated record of what happened, the job's own notes and the visit notes carry a date — see Job notes.
How to add or change a note
- Open the client record and press Edit.
- Type in the Notes box — on the new-client form it is the last field before Create Client.
- Press Save Changes. The note appears at the bottom of the contact card, under a thin rule.
Where the note shows up
- On the client record, at the bottom of the contact card, for anyone allowed to see full client info.
- In suggested tasks — when FieldQuo reads a job to propose a checklist, the client's notes are one of its sources, alongside the quote notes, the scope and the visit notes. See Suggested tasks.
- Nowhere a client can see. Not on the quote, the invoice, the PDF, the portal or any email.
- Not on the job page. A note that the crew needs on site belongs on the job or the visit, not on the client.
Who can read them
Notes travel with the rest of the full client info. A member whose Clients and Properties level is View client name and address only — the Crew preset — never receives them: the server strips notes, phone, email and contact person from the record before it is sent, and the page shows Hidden by your access level in their place. Everyone from View full client and property info up can read them; editing needs View and edit full client and property info.
Write notes as if the client could ask to see them. FieldQuo keeps them private, but privacy law in Canada gives a person the right to ask what a business holds about them — see Your data, your clients' data, and deletion.
Frequently asked questions
Can I see who wrote a note, or when?
No. The Activity Log records that a client was edited and which fields changed, but a change to notes alone is not listed there and the note itself carries no author or date.
Is there a note on the job as well?
Yes — jobs and visits have their own notes, which the crew can read on their phone. Client notes are the office's view of the person; job notes are about the work. See Job notes.
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