Notes: free text for any record

Sometimes what you want to share does not fit in any field. Notes are free text for any record, contact, lead, deal, or property, for conversation summaries, client preferences, internal remarks, or ‘don’t forget’ items. Everyone with access to the record sees them.

When do you use this?

• After a phone call: brief summary of what was discussed
• Seller quirks (‘only reachable after 5 PM’)
• Negotiation context (‘first offer was €750k, expect counteroffer’)
• Something a colleague needs to know before they call the client
• Questions to a colleague about this deal (via mention)

What can you do with it?

• Write in rich text (bold, italic, lists, links)
• Mention team members, they receive a notification
• Pin important notes so they always stay at the top
• Reply to others’ notes, short discussion without email
• Automatically appears in the activity timeline of the record

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Creating a note

1. Open the record: contact, lead, deal, or property.

2. Click the Notes tab. At the top is the editor, below that the existing notes.

3. Type your text. Minimum 3, maximum 8,000 characters. Rich-text editor, formatting via toolbar.

4. Mention a colleague (optional). Type @ + name, colleague receives a notification.

5. Click Save. Note appears immediately in the list and in the timeline.

Note

The title (“Contact Note”, “Deal Note”, …) is automatically set based on the record type, you do not need to fill it in yourself.

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Pinning notes

Important notes always stay at the top, regardless of their creation date. Pinned notes appear in a separate block above the regular list.

• You can pin multiple notes at the same time
• The order of other notes is not affected
• Pinning/unpinning is possible at any time

What to pin?

Permanent client information that never changes: “Does not speak English”, “Offer below asking price not negotiable”, “Can only be contacted via WhatsApp”. Things that should always be visible for whoever calls the client.

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Editing and deleting notes

Editing: click on the note in the list → content loads in the editor → make changes → save. The original note is updated (no new one).

Deleting: click delete → confirm.

Soft delete

Deleting removes the note from the overview but preserves it in the background, not permanently gone. For complete permanent deletion, contact Tesoro support.

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Replies on notes

Team members can reply on any note. The number of replies is visible on the note card.

Use replies for:

• Brief addition (‘I spoke with Jan this morning, he wants to call back Thursday’)
• Question to the author (‘What price did you mention?’)
• Answer to a mention

Replies keep the main note concise and the discussion together.

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Notes via the Client Portal

When a portal user (buyer or seller) adds a note themselves via the Client Portal, it is linked to both the property and the parent record (typically a deal).

Note

Portal users can only create a limited number of notes per property within a deal, prevents duplicates and keeps communication organized.

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Notes in the activity timeline

Each new note appears as an activity of type Note Created in the activity timeline of the record. The card shows the content and the author. If a portal user created the note, this is indicated separately.

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Related topics

Activities and timeline How notes and other activities together tell the story of a record.

Meetings and tasks Schedule viewings and create tasks for follow-up.