Notes and activity

A contact's Activity tab is one timeline of everything that happened to that customer, newest first, with notes your team wrote at the top.

What the timeline shows

Open a contact and stay on Activity. The timeline is grouped by month (This month, then earlier months) and lists:

• Conversations: each session, with its summary, when it started and how long it lasted, its labels and fields. Live marks the chat that's still being worked. Click one to open the chat.
• Notes your team, your automations or the API wrote.
• Tasks: when each was added (with its current state — done, overdue or when it's due) and when it was completed. Click one to open it.
• Calls your team logged, with the outcome, duration, note and any follow-up task.
• Deals: when each was created (with its current stage and amount), and every move since — "Moved “40 patio sets…” from Qualified to Proposal sent", "Won “Spring catalog order” · $2,150", "Lost … · Price", "Reopened …". Click one to open the deal. See Deals. (Rolling out to workspaces gradually.)
• Stage changes, for example "Stage changed from Lead to Customer".
• Owner changes: claims, assignments, round robin, releases.
• Merges that brought other contacts into this one.
• Ratings the customer gave in a satisfaction survey.
• Button taps on your messages and campaigns, for example "Tapped “Track my order” on Spring restock".
• WhatsApp opt-ins and opt-outs.

Use the chips to narrow it down: All, Notes, Tasks & calls, Deals (in workspaces with deals), Conversations, Updates (stage, owner, merges and opt-ins) and Responses (ratings and button taps). Cloodot remembers the chip you picked last. Click Show more at the end to load older activity.

Add a note

Click Add a note… at the top of the Activity tab, type, and click Add note (or press ⌘/Ctrl + Enter). Notes are plain text, up to 10,000 characters. Links become clickable.

Notes are for your team: the customer never sees them. Everyone in your workspace who can see notes sees every note — there are no private notes.

Mention a teammate

Type @ and pick a teammate from the list to mention them. They get a notification ("Megan Whitaker mentioned you") in the bell and as a push notification, and clicking it opens the contact at that note. You're never notified about your own mentions.

Mention notifications are on by default. Each teammate can turn them off in Settings → Notifications under When a teammate mentions you in a contact note.

Editing a note notifies only the teammates you newly mention.

Edit, pin and delete

Use a note's ⋯ menu:

• Edit: only the person who wrote a note can edit it. Edited notes say "edited".
• Pin to top: pinned notes sit in the Pinned block above the timeline, on every chip. A contact can have 3 pinned notes; unpin one to pin another.
• Delete: the note disappears right away. Click Undo in the message that appears to bring it back; once that message is gone, the note can't be recovered.

Tasks and calls

The contact's open tasks sit in the Open tasks block at the top of the Activity tab — tick one to complete it. Use Add task and Log call in the contact's header to plan the next step or record a call. See Tasks and calls.

Who can do what

• Members can add notes, edit and delete their own, and pin or unpin any note.
• Admins and owners can also delete a teammate's note or an automation's note.

See Members for roles.

Notes from the inbox

The inbox's right panel has a Notes section for the conversation's contact. Add a note there while you handle the chat — the note remembers the chat it came from ("From a chat"). The section shows the pinned notes and the latest five; Show all notes opens the contact's Activity on Notes. You can collapse or move the section like the others.

Automations and the API

• The Add Contact Note workflow action adds a note from an automation, for example "Ordered twice this week — VIP". See Workflow actions.
• The public API and the MCP server can list, add, edit, pin and delete notes, and read the timeline. A note deleted there can't be brought back.

Notes don't change the contact, so they never run your Contact Updated workflows.