Notes

3 min read Last updated: June 23, 2026

Notes System

Notes in ProperSend are a simple but powerful way to record important information about leads, campaigns, and processes. Unlike Tasks (which have due dates and assignees), notes are a looser form of capture — ideal for storing research findings, call takeaways, and team context. They integrate with your CRM and Pipeline.

When to use notes: During prospect research (record key findings on LinkedIn), after calls (summarize conversations), or to document decisions and next steps for team members. Also useful for collating information about an entire group of companies or a market segment.

Navigate to app.propersend.pl/notes to view all notes, or access notes directly from a lead's detail page in the CRM.

Creating a Note

  1. Click New Note from the Notes page or from a lead's detail drawer in CRM
  2. Add your content (plain text — keep it concise and actionable)
  3. Optionally set:
    • Priority – Low, Medium, or High
    • Color – for quick visual identification in the list
    • Tag – categorize the note (e.g., "call summary," "research," "follow-up")
  4. Link to leads – attach the note to one or more leads. This surfaces the note in each lead's activity log
  5. Set reminder (optional) – get notified at a specific time to follow up on this note via notifications
  6. Click Save

Practical example: After a discovery call with a lead, create a note: "Spoke with Jan Kowalski, CFO. Budget approved for Q3. Main concern is integration time. Follow up with technical docs." → link to lead → set high priority → set reminder for 2 days.

Features

  • Colors – Red, Orange, Yellow, Green, Blue, Gray for visual categorization at a glance
  • Tags – filter and group related notes (e.g., all "technical questions" tagged notes)
  • Multi-lead linking – a single note can be linked to multiple leads, useful for notes about a group of companies or a market segment
  • Reminders – set a reminder to revisit a note later (uses the notification system)

Tip: Use color coding consistently across your team. For example: Red = urgent blocking issue, Yellow = needs discussion, Green = positive development. This makes the Notes list scannable in seconds.

Tagging Strategies

Effective tagging makes notes searchable and filterable. Recommended tag categories:

  • Sales stage: research, first-contact, negotiation, closing
  • Source: LinkedIn, conference, referral, cold-email
  • Context: budget, decision-maker, competitor, timeline

Multi-lead Linking

A single note can be linked to multiple leads at once — useful when an insight applies to a whole group (e.g., "all companies in this industry have problem X" or "all CIOs I met at conference Y"). The note appears in the side panel of each linked lead.

Best Practices

  1. Write notes immediately – ideally during or right after a call, while details are fresh
  2. Use tags consistently – agree on a team convention so tagging stays coherent
  3. Link to leads – an unlinked note is easily lost; always attach it to relevant contacts
  4. Review periodically – notes older than a month may be stale
  5. Connect to pipeline – if a note reveals a potential deal, create a deal from it