How-to | Work with Notes

What Notes are

Notes are an activity type you log on CRM records (e.g., Contacts, Companies, Deals, Tickets, and custom objects). They appear on the record’s timeline/Activities view so your team has a shared history of context and updates. (HubSpot Knowledge Base)

When to use Notes

Use a note to capture:

• Call/meeting summaries and context

• Decisions made (“what we agreed to”)

• Customer requests, constraints, and preferences

• Clear next steps (who owns what, by when)

Add a note (desktop)

1. Open the record (e.g., CRM > Contacts and click the record name).

2. In the upper-left action icons, click the Note icon.

3. Write your note (you can use formatting and insert options; associations can be adjusted to link the same note to multiple records).

4. (Optional) Add a follow-up task.

5. Click Save note — it will appear on the record timeline. (HubSpot Knowledge Base)

Add a note (mobile)

1. Open the HubSpot mobile app.

2. Tap the menu, select the object (e.g., Contacts or Deals), and open the record.

3. Tap Add note, enter details, and save. (HubSpot Knowledge Base)

Mention a teammate in a note (notify them)

To loop someone in, type @ plus their name/email in the note editor, select them from the dropdown, then save. (HubSpot Knowledge Base)
Helpful details:

• The mentioned user gets shared access to edit/comment on the note. (HubSpot Knowledge Base)

• Notifications are only sent the first time you mention someone on that activity. (HubSpot Knowledge Base)

Edit, delete, or comment on a note

1. Open the record → Activities tab → find the note (expand it if needed).

2. To remove it: Actions → Delete (confirm in the dialog). (HubSpot Knowledge Base)

3. To discuss it: click Add comment (an activity can have up to 100 comments). (HubSpot Knowledge Base)

Pin an important note (keep it at the top)

You can pin one activity per record so it stays at the top for everyone. (HubSpot Knowledge Base)
How:

1. Locate the note on the timeline.

2. Actions → Pin. (HubSpot Knowledge Base)
   Permissions note: pinning requires Edit permissions for the object and the associated activity. (HubSpot Knowledge Base)

Find notes fast (filters)

On a record’s Activities tab, use:

• Filter activity to show/hide activity types

• The Notes sub-tab to view only notes (HubSpot Knowledge Base)

Troubleshooting tip: In some free-tools accounts created on/after Feb 4, 2025, most activities older than 30 days won’t show on timelines (notes and pinned activity are exceptions). (HubSpot Knowledge Base)

Recommended note template (copy/paste)

Summary:
Key details:
Risks/blocks:
Next steps (owner + date):

Optional: automatic meeting notes

If enabled in your account, HubSpot’s Sales Meeting Notetaker (beta) can auto-capture meeting notes/recordings/transcripts for Google Meet, Teams, or Zoom (Sales Hub Pro/Enterprise seat required). (HubSpot Knowledge Base)

If “Hubpost” refers to a different tool than HubSpot in your org, paste a screenshot of the Notes screen (or describe the UI labels), and I’ll tailor this article to match exactly.