Notes and note templates

Quick answer

Notes let your team record free-form information against clients, team members, suppliers, and projects. Write notes in a rich text editor, classify them by type (General, Document, Email, Billing), pin important ones, restrict access to specific members, and attach files. Use note templates to load a consistent structure for recurring note types like annual reviews or one-on-one meetings.

Who can do what

Action	Company Owner	Company Admin	Company Member
Create notes	Yes	Yes	Yes
Edit own notes	Yes	Yes	Yes
Edit other members' notes	Yes	Yes	No (unless granted edit permission)
Delete notes	Yes	Yes	Own notes only
Pin / unpin notes	Yes	Yes	Own notes only
Create public note templates	Yes	Yes	No
Create private note templates	Yes	Yes	Yes

Company Admins and Company Owners always have access to all notes on records they can access, regardless of per-note permission settings.

Where notes appear

Notes work the same way across four record types:

• Clients — the Notes tab in the Activity group of the client view.
• Team members — the Notes tab on a member’s profile (requires the Workforce App or Member Fields feature).
• Suppliers — the Notes section on a supplier record.
• Projects — the Notes tab on a project record.

Creating a note

The note editor sits at the top of every Notes tab, ready to use immediately.

1. Click into the editor and start typing. The editor supports headings, bold and italic text, bullet and numbered lists, checklists, links, text color, code blocks, and embedded videos (YouTube, Vimeo, Loom, Wistia).
2. To add an inline image, click the image icon in the toolbar or paste an image from your clipboard. Images upload immediately and you can drag to resize or use the alignment toolbar.
3. In the editor footer, choose a note type.
4. Optionally pin the note, lock it to specific members, or attach files.
5. Click Save.

Note types

Type	When to use
**Notes**	General observations, meeting minutes, internal comments
**Document**	Structured documents, checklists, formal write-ups
**Email**	Copy of an email exchange or email-related context
**Billing**	Billing instructions, payment notes, fee agreements (not available on member notes)

Filtering and searching notes

Once there are notes on a record, a filter bar appears above the list. Use it to narrow down what you see by Type, Member (who wrote the note), or Pinned status. Type at least two characters in the Search field to search note content and author names — matching text is highlighted in the results.

Pinning notes

Click the pin icon on any note to flag it as important. Pinned notes are highlighted with an orange pin icon. Use the Pinned filter to quickly surface all pinned notes. You can only pin notes you have edit access to.

Locking notes and managing permissions

By default, a note is visible to everyone who has access to the record. To restrict a note to specific members:

1. Click the lock icon in the editor footer before saving.
2. Select the members who should have access.
3. For each member, choose Can view (read-only) or Can edit (can modify or delete).
4. Click Save.

If you leave the member list empty, the note is visible to everyone. Company Admins and the Company Owner always have access regardless of permission settings.

To change permissions on an existing note, open the three-dot menu on the note and choose Permissions. When a note has active permissions, a lock icon appears next to it — green if you can edit it, red if you can only view it.

Note: if you remove yourself from the permission list, you will lose access to your own note. There is no automatic creator exception. A Company Admin can restore your access by editing the permissions.

Attaching files to notes

Click the attachment icon in the editor footer, or drag and drop files directly onto the editor area. Attached files appear as chips below the note content. Click a chip to download the file. If you have edit access, click the X on a chip to remove it.

Creating a task from a note

Open the three-dot menu on any note and choose Create Task. Uku opens the task editor with the client (or project) pre-filled and the note attached as a document reference. Useful when a note surfaces a follow-up action you want to capture immediately.

Note templates

Note templates define reusable note structures so your team starts from a consistent layout. Common uses: annual performance reviews, one-on-one meeting agendas, client onboarding checklists.

When the Workforce App is enabled, two default templates are created automatically: Annual Review and One-on-One Meeting.

Using a template when writing a note

Templates are currently available on team member notes. When writing a note on a member’s profile:

1. Click Choose template in the editor footer.
2. Search by name or content if needed.
3. Click a template row to load its content into the editor.
4. Customize the content for this specific note, then save.

The template provides starting content only. Once saved, the note is independent — changes to the template do not affect notes already written from it.

Managing note templates

Go to Settings & Apps → Workforce App → Note Templates to create, edit, and delete templates.

To create a template:

1. Click Add.
2. Enter a template name.
3. Choose the access level: Everyone (visible to all members — Company Admins only) or Only me (visible only to you).
4. Write the template content using the rich text editor.
5. If your company uses multiple languages, switch between language tabs and add content in each language.
6. Click Save.

Each template can hold separate content for every language your company has configured. When a member selects a template, they see the content in the language tab matching their user language.

Troubleshooting

I cannot see another member’s note on a client

The note may have been restricted using the lock icon. Only members explicitly added to the note’s permission list can see it, plus Company Admins and the Company Owner. Ask a Company Admin to check the note’s permissions and add you if appropriate.

The Choose template button is not visible

Note templates are currently available on team member notes only (not on client or project notes). Navigate to a team member’s profile and start writing a note there — the Choose template button will appear in the editor footer. If it is still missing, confirm the Workforce App is enabled in Settings & Apps.

I cannot create a public template — the Everyone option is greyed out

Creating templates visible to all members (Everyone access) requires Company Admin or Company Owner rights. If you are a Company Member, you can create templates with Only me access. Ask a Company Admin to create shared templates for the team.