GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records
Learn how to add, search, filter, and manage internal notes in GHL Customer Care for contacts, opportunities, and company records to improve collaboration and tracking.
4 min read949 words9 explained imagesUpdated Wed, 12 Aug at 7:43 AM
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GHL Customer Care Notes help teams capture important details, track updates, and keep everyone aligned when working with contacts, opportunities, and company records. This article explains how Notes work in each module, highlights their benefits, and provides step-by-step guidance on adding, searching, filtering, and viewing notes. By the end, you’ll know how to use Notes to improve collaboration and maintain accurate records.
Notes in GHL Customer Care are an internal tool for documenting and tracking important information related to contacts, opportunities, and companies. They provide a centralized place for team members to log updates, reminders, or context that may be useful for future reference. Notes are strictly for internal use—clients cannot view them in their portal or through external communication.
Key Benefits of Notes
Using Notes effectively helps businesses maintain context and improve collaboration. Here are the main benefits:
Centralized Record keeping: Keep important details in one place for easy reference.
Internal Collaboration: Share context among team members without exposing it to clients.
Improved Tracking: Document key updates like calls, payments, or follow-ups.
Flexible Organization: Add, search, filter, and view notes across contacts, opportunities, and companies.
Faster Prioritization: Pin critical notes to keep key context at the top of the timeline.
Better Organization: Add note titles and color labels to structure notes and scan updates faster.
Centralized Documentation: Attach files to notes to keep supporting documents with the related record.
Notes in Contacts Module
Each contact in GHL Customer Care has its own Notes section where internal users can document updates specific to that contact.
Notes are tied directly to the selected contact.
You can add, search, and filter notes within the contact’s profile.
Useful for logging call summaries, payment confirmations, or client preferences.
Notes in Contacts Module (image 1 of 9)What this shows Notes are tied directly to the selected contact.What this showsIllustrates the "Notes in Contacts Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This animation appears in the "Notes in Contacts Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: Notes are tied directly to the selected contact. You can add, search, and filter notes within the contact’s profile. Useful for logging call summaries, payment confirmations, or client preferences. Immediately after, the guide continues: From within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record. This opens the Notes panel, where you can create, view, and manage notes related to that specific contact.Image 1 of 9What this coversNotes are tied directly to the selected contact. You can add, search, and filter notes within the contact’s profile. Useful for logging call summaries, payment confirmations, or client preferences.Next stepFrom within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record. This opens the Notes panel, where you can create, view, and manage notes related to that specific contact.All 3 steps in this procedure
Notes are tied directly to the selected contact.
You can add, search, and filter notes within the contact’s profile.
Useful for logging call summaries, payment confirmations, or client preferences.
Access the Notes Section from Contacts
From within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record. This opens the Notes panel, where you can create, view, and manage notes related to that specific contact.
Access the Notes Section from Contacts (image 2 of 9)What this shows From within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record.What this showsIllustrates the "Access the Notes Section from Contacts" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "Access the Notes Section from Contacts" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: From within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record. This opens the Notes panel, where you can create, view, and manage notes related to that specific contact. Immediately after, the guide continues: Opportunities provide a consolidated view of notes connected to the primary contact and related contacts.Image 2 of 9What to clickFrom within the Contacts module, click the Notes icon (pen and paper symbol) at the top of the contact’s record. This opens the Notes panel, where you can create, view, and manage notes related to that specific contact.Next stepOpportunities provide a consolidated view of notes connected to the primary contact and related contacts.
Notes in Opportunities Module
Opportunities provide a consolidated view of notes connected to the primary contact and related contacts.
By default, you will see notes associated with the primary contact of the opportunity.
Filters allow you to include additional contacts’ notes linked to the same opportunity.
Useful for sales teams who need visibility into all interactions tied to a deal.
Notes in Opportunities Module (image 3 of 9)What this shows By default, you will see notes associated with the primary contact of the opportunity.What this showsIllustrates the "Notes in Opportunities Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This animation appears in the "Notes in Opportunities Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: By default, you will see notes associated with the primary contact of the opportunity. Filters allow you to include additional contacts’ notes linked to the same opportunity. Useful for sales teams who need visibility into all interactions tied to a deal. Immediately after, the guide continues: The Companies module aggregates notes across all contacts associated with a company.Image 3 of 9What this coversBy default, you will see notes associated with the primary contact of the opportunity. Filters allow you to include additional contacts’ notes linked to the same opportunity. Useful for sales teams who need visibility into all interactions tied to a deal.Next stepThe Companies module aggregates notes across all contacts associated with a company.All 3 steps in this procedure
By default, you will see notes associated with the primary contact of the opportunity.
Filters allow you to include additional contacts’ notes linked to the same opportunity.
Useful for sales teams who need visibility into all interactions tied to a deal.
Notes in Companies Module
The Companies module aggregates notes across all contacts associated with a company.
The Notes section shows discussions and updates across multiple linked contacts.
This provides a company-wide perspective rather than being tied to one individual.
Ideal for account managers handling multiple stakeholders within one business.
Notes in Companies Module (image 4 of 9)What this shows The Notes section shows discussions and updates across multiple linked contacts.What this showsIllustrates the "Notes in Companies Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This animation appears in the "Notes in Companies Module" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: The Notes section shows discussions and updates across multiple linked contacts. This provides a company-wide perspective rather than being tied to one individual. Ideal for account managers handling multiple stakeholders within one business. Immediately after, the guide continues: 1. Navigate to the Notes tab within a Contact, Opportunity, or Company record.Image 4 of 9What this coversThe Notes section shows discussions and updates across multiple linked contacts. This provides a company-wide perspective rather than being tied to one individual. Ideal for account managers handling multiple stakeholders within one business.Next step1. Navigate to the Notes tab within a Contact, Opportunity, or Company record.All 3 steps in this procedure
The Notes section shows discussions and updates across multiple linked contacts.
This provides a company-wide perspective rather than being tied to one individual.
Ideal for account managers handling multiple stakeholders within one business.
How to Add a Note
1. Navigate to the Notes tab within a Contact, Opportunity, or Company record.
How to Add a Note (image 5 of 9)What this shows 1.What this showsIllustrates the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: 1. Navigate to the Notes tab within a Contact, Opportunity, or Company record. Immediately after, the guide continues: 2. Click on the Contact created and navigate to the Note icon available at the right pane. Click + Add Note.Image 5 of 9What this covers1. Navigate to the Notes tab within a Contact, Opportunity, or Company record.Next step2. Click on the Contact created and navigate to the Note icon available at the right pane. Click + Add Note.
2. Click on the Contact created and navigate to the Note icon available at the right pane. Click + Add Note.
How to Add a Note (image 6 of 9)What this shows 2.What this showsIllustrates the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: 2. Click on the Contact created and navigate to the Note icon available at the right pane. Click + Add Note. Immediately after, the guide continues: 3. Enter a Title and Description.Image 6 of 9What to click2. Click on the Contact created and navigate to the Note icon available at the right pane. Click + Add Note.Next step3. Enter a Title and Description.
3. Enter a Title and Description.
4. Select a Color label to visually categorize the note.
5. Add Attachments to store supporting documents with the note.
How to Add a Note (image 7 of 9)What this shows 5.What this showsIllustrates the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "How to Add a Note" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: 5. Add Attachments to store supporting documents with the note. Immediately after, the guide continues: Note: New documents uploaded as Notes attachments are private by default and are stored in the "Notes attachments" folder under Documents. Documents uploaded through Notes before this update retain their existing public status.Image 7 of 9What this covers5. Add Attachments to store supporting documents with the note.Next stepNote: New documents uploaded as Notes attachments are private by default and are stored in the "Notes attachments" folder under Documents. Documents uploaded through Notes before this update retain their existing public status.
Note: New documents uploaded as Notes attachments are private by default and are stored in the "Notes attachments" folder under Documents. Documents uploaded through Notes before this update retain their existing public status.
6. Click Save once you include your notes and other related details.
How to Search for Notes
Use the Search bar in the Notes section to find entries by keywords.
How to Search for Notes (image 8 of 9)What this shows Use the Search bar in the Notes section to find entries by keywords.What this showsIllustrates the "How to Search for Notes" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "How to Search for Notes" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: Use the Search bar in the Notes section to find entries by keywords. Immediately after, the guide continues: Click the Sort icon in the Notes section to arrange notes based on when they were created. You can choose.Image 8 of 9What this coversUse the Search bar in the Notes section to find entries by keywords.Next stepClick the Sort icon in the Notes section to arrange notes based on when they were created. You can choose:
How to Sort Notes by Date Created
Click the Sort icon in the Notes section to arrange notes based on when they were created. You can choose:
Ascending (Oldest First): Displays notes starting from the earliest created, useful for reviewing the full history in sequence.
Descending (Newest First): Displays the most recent notes at the top, making it easier to see the latest updates quickly.
How to Sort Notes by Date Created (image 9 of 9)What this shows Ascending (Oldest First): Displays notes starting from the earliest created, useful for reviewing the full history in sequence.What this showsIllustrates the "How to Sort Notes by Date Created" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records".This screenshot appears in the "How to Sort Notes by Date Created" section of "GHL Customer Care Notes for Managing Contacts, Opportunities and Company Records". The text alongside this image reads: Ascending (Oldest First): Displays notes starting from the earliest created, useful for reviewing the full history in sequence. Descending (Newest First): Displays the most recent notes at the top, making it easier to see the latest updates quickly. Immediately after, the guide continues: Some notes in GHL Customer Care originate from appointments instead of being created directly inside a contact or opportunity record. Internal appointment notes can appear on the associated Contact, Opportunity, and Conversation records….Image 9 of 9What this coversAscending (Oldest First): Displays notes starting from the earliest created, useful for reviewing the full history in sequence. Descending (Newest First): Displays the most recent notes at the top, making it easier to see the latest updates quickly.Next stepSome notes in GHL Customer Care originate from appointments instead of being created directly inside a contact or opportunity record. Internal appointment notes can appear on the associated Contact, Opportunity, and Conversation records, giving teams access to the same appointment context across modules.
How to Add Appointment Notes Across Related Records
Some notes in GHL Customer Care originate from appointments instead of being created directly inside a contact or opportunity record. Internal appointment notes can appear on the associated Contact, Opportunity, and Conversation records, giving teams access to the same appointment context across modules.
This behavior is different from a contact note created directly in the contact record. A contact-created note stays on the contact side and does not sync back into the appointment record.
Q: Can contacts see the notes added to their record? No. Notes are for internal use only. Clients cannot view notes in their portal, emails, or any external communications.
Q: Who on my team can view notes? Any team member with access to the record (contact, opportunity, or company) can view notes. Visibility may depend on user roles and permissions.
Q: Can I export or download notes for reporting? Notes cannot be directly exported as a standalone report. However, they can be included when exporting records (such as contacts) via the Smart Lists feature.
Q: Are notes included in automations or workflows? Notes themselves cannot trigger automations. However, actions related to the contact or opportunity (such as status updates) can be used in workflows alongside manually created notes for context.
