Notes are simple internal records where you capture important details about Contacts and Opportunities that are not part of automated messages or tasks.
Notes help you:
Log what happened on calls
Capture nuance (e.g., preferences, objections, special circumstances)
Preserve context across your team
Reference history before your next outreach
Notes are for internal use only — clients cannot see them in emails, texts, or portals.
Where Notes Appear in FranFlow
Contact Notes
Each Contact has their own Notes section. Use this to record:
Call summaries
Candidate preferences
Unique background info
Anything not captured in a field
These are tied to the person.
Opportunity Notes
Opportunity notes are specific to the deal / lifecycle opportunity. Use these for:
Objections on placement
Feedback after presentations
Negotiation context
Decision drivers
Opportunity notes make sure deal context doesn’t get mixed up with general contact info.
How Notes Work
Here’s what you need to know before you start writing notes:
✔ Notes do not trigger automation themselves — they won’t drive workflows or messaging.
✔ Notes remain attached to their record until deleted manually.
✔ Notes can be searched and filtered.
How to Add a Note to a Contact
Go to Contacts
Search and open the Contact record
Click Notes
Click + Add Note
Type the note — include:
What happened
When it happened
What was decided
If any next steps are needed
Click Save
How to Add a Note to an Opportunity
Go to Opportunities
Select the specific Opportunity
Click Notes
Click + Add Note
Enter your note
Save
💡Pro Tip: Many opportunities will also show contact notes by default — but opportunity notes are specific to that deal.
When to Add a Note vs When to Use a Field
Use notes when:
The information is contextual and not standardized
You want qualitative detail (e.g. call recap)
You’re tracking reasoning behind decisions
You want history for team members
Use contact fields (or opportunity fields) when:
The data needs to be structured
It drives automation or segmentation
It’s a qualification or placement detail
Example:
📌 Note: “Candidate asked about franchisor support on week-end pilot locations.”
📌 Field: Candidate’s specified investment range or timeline
Search & Filter Notes
Once you have multiple notes, you can quickly find them:
Search by keyword: Type part of the note you remember
Filter by record type: Contact or Opportunity
Notes appear in date order so you can see latest first
Searching and filtering saves time in busy pipelines.
🪄 Best Practices: Write like your team reads it tomorrow.
✔ Start with date & brief context
✔ Use bullet points for clarity
✔ Always capture next steps
✔ Include who you talked to
✔ Use consistent language
Common Mistakes & How to Avoid Them
❌ Leaving notes in random places
Keep all notes tied to the correct Contact or Opportunity.
❌ Mix deal context into contact notes
That’s what Opportunity Notes are for.
❌ Short, vague notes
“Called candidate” is not helpful — include outcomes and next steps.
❌ Not saving next steps
Always record what happens next.
Quick Fixes
Notes not showing up?
✔ Confirm you’re on the right record (contact vs opportunity)
✔ Make sure you saved the note
✔ Search a keyword in the Notes tab
✔ Make sure your user permissions allow viewing notes