How do I add notes to an appointment, and where do they show up?

Appointment notes let your team record context about a specific appointment, such as "Daughter will join by phone" or "Referred by hospital case manager, call her after the visit". A note added to an appointment also shows up on the contact, the opportunity and the conversation, so everyone sees the same information without retyping it.

Add a note to an appointment

From Calendar View:

1. Go to Calendars, then Calendar View.
2. Click the appointment and open the Notes tab.
3. Click Add Internal Note, type your note and click Save.

From Appointment List View:

1. Go to Calendars, then Appointment List View.
2. Click the three-dot menu on the appointment and choose Edit.
3. Under Internal Note(s), click Add Internal Note, type and save.

You can use bold, italics, lists and links in a note. You can also update the appointment's status from the same panel.

Where the note appears

• Contacts: in the Notes panel on the right side of the contact record.
• Conversations: in the Notes panel on the right side of the conversation.
• Opportunities: under Notes in the opportunity drawer.

It is the same note in every place. Edit or delete it anywhere and the change shows everywhere. Each note records who wrote it and when.

Other text you may see on an appointment

• Additional Information: whatever the person typed in that field when they booked online. It stays on the appointment only.
• Google or Outlook event description: if two-way calendar sync is on, the outside event's description can appear on the appointment for reference. It stays on the appointment only.

Internal notes never sync out to Google or Outlook. They stay inside ASNSpark! CRM.

Find, edit or delete notes

• Filter: click the filter icon in Internal Note(s) to show notes by source: User, Workflow or API.
• Sort: click the sort icon to order notes by date created.
• Search: use the search field to find a keyword across the appointment's notes.
• Edit or delete: click the three-dot menu on the note card. A deleted note is removed from every record it appeared on, and it can be restored within 30 days.

Add notes automatically with a workflow

A workflow can add a note for you. In Automations, start a workflow with an appointment trigger such as Customer Booked Appointment or Appointment Status, then add the Create Appointment Note action and type the note text (up to 5,000 characters). The note lands on the appointment that triggered the workflow and shows up on the related records like any other note.

Common questions

• Do notes survive a reschedule or cancellation? Yes. Changing the status or time does not remove notes.
• Do notes copy to recurring or duplicated appointments? No. Notes belong to one appointment. Add a note to each one that needs it.

Keep notes to scheduling and relationship details. Do not record health information in appointment notes.

Have a question about your own account? Submit a ticket and our team will follow up.