Keeping Notes on an Agent

Notes turn an agent's profile into a lightweight CRM. Instead of one cramped notes field, you can keep a running history of separate, dated notes for each agent: preferences, call summaries, special instructions, or anything else worth remembering. Every note records when it was

Written By David Dayan

Notes turn an agent's profile into a lightweight CRM. Instead of one cramped notes field, you can keep a running history of separate, dated notes for each agent: preferences, call summaries, special instructions, or anything else worth remembering. Every note records when it was created and last edited, so you always have a timeline of your relationship with that client.

Where to find Notes

Open an agent's detail page (click an agent's name on the Agents page under Clients). The right-hand panel has a row of tabs: Jobs, Invoices, Emails, and Notes. Click the Notes tab. The tab shows a count of how many notes the agent has.

Each note appears as a card showing its title, a short preview of the text, and when it was last edited. Use the dropdown in the top-right (Recently edited or Date created) to change how the cards are sorted.

Adding a note

  1. On the Notes tab, click the Add a note card (or the Add a note button if the agent has no notes yet).
  2. Type a title at the top. A title is optional; notes without one show as Untitled note.
  3. Write your note in the editor below. The toolbar lets you format text with bold, italic, and strikethrough, change the font size, set alignment, add bulleted, numbered, or to-do lists, and insert links.
  4. Click Save.

You need either a title or some text before you can save.

Editing a note

  1. Click the note's card to open it.
  2. Make your changes to the title or body.
  3. Click Save.

If you start editing and try to close without saving, Photeria warns you so you don't lose your changes.

Deleting a note

  1. Open the note by clicking its card.
  2. Click the ⋯ (more) button next to the title.
  3. Choose Delete.

This removes the note permanently.

Why use notes

  • Keep a lasting record of each client's preferences and history instead of relying on memory.
  • Separate notes mean each call, request, or detail stays its own entry rather than getting buried in one block of text.
  • Sorting by recently edited or date created makes it easy to find the latest update or trace how a relationship has developed.