Lead notes

A lead note is what your team knows about a person that no recording holds: that they asked for financing, that they call back on Monday, that they want to run it past their business partner. Notes are written by hand, signed by whoever wrote them, and they stay with the lead rather than with the meeting they were written from.

What it is

Notes do not hang off an appointment or a call — they hang off the person. That is the difference between a stray comment and a commercial memory: whoever takes that lead’s second call reads what the closer on the first one left behind, without asking around or replaying the whole recording.

Every note records who wrote it and when, so the information always has an owner. If somebody edits it later, the note is marked as edited.

Where you write them

1. From an appointment. In Appointments, every row has a Notes button next to Info. In the calendar view it lives inside the day’s booking.
2. From a call. On the call detail page, Notes sits in the header action bar, next to Exclude from scoring.

Both open the same panel: you write a new note at the top and the earlier ones are listed below, newest first. When a call is linked to its appointment, the two open exactly the same thread.

The button shows a counter once the lead has notes, so the appointments list tells you at a glance who you already have history with.

Who sees and who edits

• Seeing. The rule is the product’s usual one: the agency owner reaches every appointment and every call of their agency; a closer only their own. Notes follow that rule — there is no separate notes screen that sidesteps permissions.
• Editing and deleting. Every closer can edit and delete their own notes; the agency owner can edit and delete any note in their agency. The controls only appear when you may actually use them.

How one person’s notes stay together

TopClosers identifies the lead from whatever the source tool reports: the CRM contact when there is one, and otherwise the booking’s email or phone number. That is why two appointments for the same lead — or an appointment and its call — share a notes thread automatically.

When a recording is linked to no appointment and the recorder reports no external attendee, the note stays on that call: there is no reliable way to tell who is being talked about, and that is better than merging two different leads.

Things to keep in mind

• They are free text, not a CRM field. Notes are stored in TopClosers and are never written back to HighLevel or Calendly.
• The AI does not write them. The automatic lead summary is a different thing — see Lead reports. Notes are what the person adds.
• 5,000 characters per note. Beyond that, several short dated notes beat one enormous one.

Good practice

• Write the note as you hang up. Whatever is not written in the next two minutes is lost.
• Record commitments, not summaries. The summary is already produced by Call analysis; the note is for what happens off the recording.
• If there is a date, create a reminder too. Notes do not chase you; Reminders do.