Customer Notes

Both the Member Sidebar and the Contact Detail Sidebar have a Notes tab where your team can attach free-text notes and short alerts to any customer profile. Alerts (called flags in earlier versions) are especially useful because they surface on the POS terminal when a member is looked up.

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Notes Tab Layout

The tab shows a combined list under the heading Notes & Alerts. A + button in the section header opens the Add note or alert sidebar.

• Alerts appear first, each as a row with a toggle switch (on/off), the alert text, and a three-dot menu with Edit, Convert to note, and Delete.
• Notes appear below alerts, each showing the note text, a timestamp (and "(edited)" if updated), and hover actions: a pencil icon to edit, and a three-dot menu with Convert to Alert and Delete.

When there are no notes or alerts, an empty state reads "No notes or alerts yet" with the description "Add notes to track customer info, or alerts to show on the POS terminal."

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Who Can Change Notes

Adding, editing, converting, switching off and deleting notes and alerts needs the Manage Customer Notes or Edit Member Details permission. Without either, the Notes tab is read-only: the + button, the edit and delete actions are hidden, and alert switches can't be changed. See Team and Permissions.

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How to Add a Note or Alert

1. Open a member or contact in the sidebar and click the Notes tab.
2. Click the + button next to the Notes & Alerts heading.
3. The Add note or alert sidebar opens, with the person's name in its header.
4. A segmented toggle at the top lets you switch between Note and Alert:
   • Note - a text area for longer free-text notes visible to your team.
   • Alert - a short text input (max 30 characters) shown on the POS terminal when this member is looked up. A character counter shows how many of the 30 characters you've used.
5. Click Add note or Add alert to save, or click Cancel to close.

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Editing and Deleting

To edit an existing note, hover over it and click the pencil icon. For alerts, select Edit from the three-dot menu. The Edit note or Edit alert sidebar opens with the current text pre-filled. Click Save changes to update.

To delete, select Delete from the three-dot menu. A confirmation dialog appears with the warning "Are you sure you want to delete this? This action cannot be undone." Click Delete (red) to confirm or Cancel to go back.

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Converting Between Notes and Alerts

Select Convert to note or Convert to Alert from the three-dot menu on any item to switch its type. Converting a note to an alert will truncate it if the text exceeds the 30-character alert limit.

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The Notes Page and Exporting Notes

Notes in the sidebar lists every note and alert across your members, with search and filters for type (notes, alerts, or both) and active alerts only. With the permissions above, Add note lets you write one from here.

To download them, click Export at the top of the page. The Export notes sidebar opens:

1. Pick Excel (.xlsx) or CSV (.csv).
2. The sidebar lists the filters that apply. The export includes every note and alert matching your current view, across all pages, not only the rows on screen.
3. Click Export.

Each row has the date, First Name, Last Name, email, type (Note or Alert), status (Active or Inactive, for alerts), the note text, and who added it.