Notes let your team capture important details, track updates, and stay aligned while working a deal. In Aesthetix CRM, notes are an internal-only tool for documenting context on your contacts, opportunities, and companies — clients can never see them in their portal, emails, or any external communication. This guide covers how to add, view, edit, and delete notes on an opportunity, and explains how notes are shared and associated across the contact, opportunity, and company records.
For the general notes feature — adding note titles, color labels, pinning, attachments, searching, and sorting across all record types — see the Contacts collection.
Notes surface differently depending on which record you're viewing:
Contacts: Each contact has its own Notes section for updates specific to that person, such as call summaries, payment confirmations, or client preferences. Notes are tied directly to the selected contact.
Opportunities: An opportunity shows a consolidated view of the notes connected to its primary contact and any related contacts. By default you'll see notes associated with the opportunity's primary contact; filters let you include additional contacts' notes linked to the same deal. This gives sales teams visibility into every interaction tied to a deal.
Companies: The Companies module aggregates notes across all contacts associated with a company, giving a company-wide perspective instead of one tied to a single person. This is ideal for account managers handling multiple stakeholders within one business.
Step 1: From the left-hand navigation, click Opportunities.
Step 2: On the desired opportunity card, click the notes icon to open its notes.
Step 3: Click + Add Note.
Step 4: Enter your note in the provided field. You can also add a title, choose a color label to categorize the note, and attach supporting files.
Step 5: Click Add Note to save. A confirmation message will indicate that the note has been successfully added.
Step 6: To edit a note, click the edit icon, add or change the text as needed, and click Update to save your changes.
Step 7: To remove a note, click the delete icon. A confirmation message will indicate that the note has been successfully deleted.
Step 8: Click x to exit the notes panel.
Aesthetix CRM lets you link a note specifically to a Contact, an Opportunity, or both, giving you full control over how your notes are organized. Each opportunity can keep its own dedicated notes, separate from contact notes, while still allowing you to share a note across entities when it makes sense.
Key benefits:
Entity-Specific Notes: Keep opportunity notes separate from contact notes for focused documentation, whether you're working from the Contacts tab or directly from the Opportunities tab.
Flexible Associations: Choose to link a note to Contacts, Opportunities, or both.
Cleaner Organization: Separate deal-related notes from general customer conversations, reducing clutter and improving clarity.
Smart Filtering: Quickly narrow down notes by their entity associations.
Powerful Search: Instantly find notes using improved search.
The advanced note-association options are activated in your account's Labs area.
Step 1: Go to Settings in the left-hand navigation.
Step 2: Open the Labs tab.
Step 3: Toggle on Opportunity Notes.
Step 1: Open either a Contact or an Opportunity record and click the Notes tab.
Step 2: Click + Add Note and write your note.
Step 3: Under Associated Objects, click Associate To (or use the Associate With dropdown) and choose one of the following:
Contact
Opportunity
Both Opportunities and Contacts
Step 4: Use the search-and-add functionality to precisely link the correct entities.
Step 5: Click Save to store the note.
When adding a note from the Contacts side, you can search for and select the relevant opportunity to associate it with directly.
Consider a contact with two separate opportunities, Deal A and Deal B:
A note associated only with Deal A stays on that opportunity and does not appear on Deal B.
A note associated with both the contact and Deal A appears on Deal A and on the contact record — and because it's linked to the contact, it also shows up when viewing the contact's other opportunities.
In short: notes shared with a contact appear across that contact's opportunities, while opportunity-only notes remain confined to their own opportunity.
In the Notes tab of either an opportunity or a contact, click the Filter icon to refine which notes you see.
Choose from All Notes, Contact-only Notes, Opportunity-only Notes, or Notes associated with both.
Contacts view: shows notes linked directly to the contact plus any shared opportunity notes.
Opportunities view: shows only the notes associated with that specific opportunity.
Click a note's association indicator to view or adjust its linked entities.
Some notes originate from appointments rather than being created directly inside a contact or opportunity. Internal appointment notes can appear on the associated Contact, Opportunity, and Conversation records, giving your team the same appointment context across modules. This differs from a note created directly on a contact, which stays on the contact side and does not sync back into the appointment record.
Regularly review your note associations for accuracy.
Clearly label notes to streamline filtering and search.
If a note doesn't appear where you expect, confirm its association settings.
Decide up front when to separate contact notes from opportunity notes so your team documents consistently.
Can clients 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 communication.
Who on my team can view notes? Any team member with access to the record (contact, opportunity, or company) can view its notes. Visibility may depend on user roles and permissions.
Will my old notes be affected by turning on associations? No. All existing notes remain unchanged. The new association options only apply to newly created notes.
Can I link a note to multiple opportunities or contacts at once? Currently, a note can be linked to one contact and one opportunity at a time.
Can I change a note's association after saving it? Not yet. To reassign a note, duplicate it and associate the copy with the desired entity.
What happens when an opportunity or contact is deleted? A note is only removed when all of its associated entities are permanently deleted. As long as at least one associated contact or opportunity still exists, the note remains.
Can I export or download notes for reporting? Notes cannot be exported as a standalone report, but they can be included when exporting records (such as contacts) via Smart Lists.
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.
Does this work on mobile? Mobile support for note associations is in development and will be released in a future update.
