Working with notes

Notes capture what doesn't fit in a field — call summaries, client intel, candidate motivations — along with the calls, meetings and messages your team logs by hand. Attach a note to one or more records when it belongs in their history, or leave it unattached for workspace-wide reference.

Creating a note

• From Notes in the sidebar — choose Add note, pick the record it's about (recently viewed records are listed first), or choose Write without a record. You can attach more records in the note.
• From a record's Notes tab or its Add activity menu — pre-attached to that record.
• From the application drawer on the pipeline — its Notes card shows the candidate's latest notes, with Add note and Log call in its menu.
• From the Assistant — ask it to note something on a record, typed or dictated.

Write in the rich editor (headings, lists, formatting; press / for commands). Notes save as you type. On a candidate's note, Also attach? offers their open applications, jobs and clients in one click. Mark notes as favourites with the star, then use Favorites on the Notes page to show only those.

Telling a teammate

Type @ and a teammate's name in a note or logged entry, or use Add person in the Tell row above the text to tell someone without naming them. Everyone in the Tell row is notified once, when you close the note (or a couple of minutes after your last edit if it stays open), and the record's Comments show who was told. People you remove from the Tell row are not notified. See Comments & mentions.

Logging calls, meetings and messages

Notes also hold the interactions your team logs by hand. Open the menu beside Add note and choose Log call, Log meeting or Log message; or use Call, Meeting or Message under Log in the record's Add activity menu. Use them to record something that happened off-platform.

• A logged entry takes the same title and body as a note, plus the date and time it happened and fields for its kind:
  • Call — Outbound or Inbound; an outcome (Spoke to them, Left voicemail, No answer or Wrong number); an optional Length (e.g. 20 min or 4:12); and an optional Follow-up task with a due date, added to your task list when you close the call.
  • Meeting — Outbound, Inbound or Internal; an outcome (Held, No-show, Cancelled or Rescheduled).
  • Message — Sent or Received.
• Leave the title blank and Kepler names the entry after its kind.
• An entry can be reclassified later — a note can become a logged call, and the reverse. An outcome the new kind doesn't have is dropped.
• An entry shows who wrote it and when, and "Edited by …" once someone else has changed it.

Finding notes again

• The Notes page lists the team's notes under month headings, newest first by when it happened. Filter with the All types / Notes / Calls / Meetings / Messages tabs, search, sort by When it happened, Date written or Last updated, and switch between a list and cards.
• A record's Notes tab reads as a feed grouped by month, with the same kind filter, search and favourites. On a company, choose With contacts and jobs to include notes on its contacts and jobs, or This company for its own.
• Overview on candidates, contacts and companies has a Recent notes card.
• History shows notes in chronological context with stage moves, meetings and updates.
• Global search has its own Notes group with the record, author, date and a preview. Each note also has its own link you can share with a teammate.

What Kepler does with notes

Kepler reads notes and logged entries for field values (a salary expectation, a notice period) and proposes them as suggested updates on the linked records; nothing changes until someone accepts. When you delete a note that filled fields, the confirmation lists them: keep each value (the default) or choose Undo to take it back off the record. Values someone has changed since are left alone, and open suggestions from the note are withdrawn unless you accept them there.

Meeting notes

When the AI Note Taker covers a meeting, its structured minutes live with the meeting and linked records — your own notes can stay short and judgement-focused while the transcript holds the detail.

What makes a good CRM note

• Lead with the decision or outcome, not the chronology.
• Log calls as calls, not as plain notes — direction and outcome make "how many client calls did we make this month?" answerable later.
• Record why — "declined: base too low, wants 95k+" beats "not interested".
• Put facts that belong in fields into fields (salary expectations, notice) — fields filter; notes don't.