# Add and manage contact notes

Keep written context on a contact, see who added each note and when, and understand when the Delete action is available.

Canonical: https://docs.lead-knight.com/en/contacts/notes/

## What this does

Use **Notes** to keep written context alongside a contact: preferences, background or information a teammate needs before the next conversation. Each saved note shows its author and date.

A note is not a scheduled task and does not create a reminder. For something you need to do at a particular time, use [follow-up tasks](https://docs.lead-knight.com/en/contacts/follow-up-tasks/). To record a call or message as a communication, use **Log a call or message**, rather than treating a note as a communication-history entry.

## Before you start

- Open **Contacts** in the correct workspace and locate the existing contact.
- You need write access to the notes category to add notes or use its available delete actions. Access to contact details and access to notes are separate.
- Viewers cannot write notes. Frozen contacts cannot be changed.
- Prepare a note containing actual text, up to 4,000 characters. Whitespace alone is not a valid note.

## Add a note

1. Click the contact's name or card. The contact panel loads the record.
2. Choose **Notes**. The tab includes the number of notes; saved notes appear with author, date and text.
3. Click **Add note**. A text area opens in the tab.
4. Type the note. Line breaks can separate the information into readable paragraphs. The editor accepts up to 4,000 characters.
5. Click **Add note** below the text area. The button is unavailable when the draft is empty or a save is in progress.
6. After the save succeeds, the note appears in the list and the input clears. Check the saved text and author/date to confirm you added it to the intended record.

> **Important:** Leaving the note field does not save it. Unlike inline fields in **Details**, a note requires **Add note**. Finish that action before closing the panel or opening another contact.

## Review or remove a note

Open **Notes** and use the displayed author and date to distinguish entries. The note body preserves line breaks.

The contact panel does not offer an edit action for an existing note. For an update that should retain the earlier context, add a new note. If an entry should be removed, use **Delete** when it is available:

1. Find the exact note and check its author and text.
2. Click **Delete** on that note. This action submits the removal directly.
3. After success, the entry disappears from the list.

The panel shows **Delete** only when you have notes write access and you are the note's author, a workspace admin or the workspace owner. Being the contact's owner alone is not the same as being a workspace owner or the author of every note.

## Rules to keep in mind

- The 4,000-character limit applies to each note, not to the combined history.
- Leading and trailing whitespace are trimmed when saving.
- Adding or deleting a note is explicit; neither is an inline autosave.
- Deletion is not the same as completing a task. Do not remove a useful note merely because the related follow-up is finished.
- Shared access can differ by category. You might be able to read a contact while not being allowed to add notes, or see notes without being able to remove another author's entry.

## If something goes wrong

| Symptom | Likely cause | What to do |
| --- | --- | --- |
| **Add note** is not shown | You lack notes write access, your role is viewer, or the contact is frozen | Ask the contact owner or workspace admin to review your access and the contact's status. |
| **Add note** is disabled | The draft is blank/whitespace-only or a save is pending | Enter meaningful text, or wait for the pending action to finish. |
| **Missing: Notes** appears | The field contains only whitespace | Replace it with actual text before adding the note. |
| You cannot type more | The note has reached 4,000 characters | Shorten it, or split distinct information into separate notes. |
| A save error appears and the text remains | The save failed; the editor keeps the draft for retry | Read the error, resolve its cause and click **Add note** again. Do not assume the draft was saved. |
| **Delete** is missing on another person's note | The panel limits that action by author/admin/owner status as well as write access | Add a correction as a new note, or ask an eligible workspace admin/owner to handle removal. |
| A note is missing after switching contacts | It may have remained an unsaved draft, or you opened a different record | Return to the intended contact and check the saved list before adding anything again. |
| **Could not load contacts** appears | The record did not load | Click **Retry**. |

## Related pages

- [Contacts overview](https://docs.lead-knight.com/en/contacts/overview/)
- [Edit details and tags](https://docs.lead-knight.com/en/contacts/details-and-tags/)
- [Manage follow-up tasks](https://docs.lead-knight.com/en/contacts/follow-up-tasks/)


## Add a note to a contact

[Add a note to a contact](https://kwqpaiaguxkmadaipfrf.supabase.co/storage/v1/object/public/guide-videos/guides/videos/J6/nadlanite-en-0af635812366.mp4)

1. Notes keep what you know about this person.
2. Click Add note and write it down.
3. Click Add note again to save it.
4. The note stays on the contact’s record for your team.