Adding Notes and Pinning Activities to the Contact Timeline

Notes are one of the most important tools for keeping track of your interactions with contacts. You can add notes to any contact's timeline, and now you can pin your most important activities to the top so they're always visible.

Adding a Note to a Contact

From the Recruiting or Retention module, click on a contact to open their profile. In the activity timeline area, you'll see the Notes tab along with tabs for All, Emails, Calls, Texts, and Appointments.

To add a note:

1. Click in the Add a note... text area at the top of the timeline
2. Type your note using the rich text editor (you can format text, add links, and attach files)
3. Toggle Internal Note if you want the note visible only to Admin and Staff users (not Agents or Affiliates)
4. Click Add Note to save

Your note will appear at the top of the timeline in chronological order.

Pinning Activities to the Top of the Timeline

Important notes and activities can get buried as new activity is added. Pinning lets you keep critical information — like qualifying notes, deal terms, or key emails — always visible at the top.

How to pin an activity:

1. Hover over any activity (note, email, call, text, or appointment) in the timeline
2. Click the pin icon in the activity's action bar
3. The activity instantly moves to the Pinned section at the top of the timeline

How to unpin an activity:

1. Hover over a pinned activity in the Pinned section
2. Click the pin icon again to unpin it
3. The activity returns to its original position in the chronological timeline

Things to Know About Pinning

• You can pin up to 5 activities per contact — enough for the essentials without clutter
• All activity types can be pinned: notes, emails, calls, texts, and appointments (except system changes and tasks)
• The Pinned section appears on both the All and Notes tabs
• The Pinned section is collapsible — click the header to expand or collapse it. Your preference is remembered across sessions
• Admin and Staff users can pin any activity on the timeline
• Agents and Affiliates can pin their own activities only
• If you've reached the 5-pin limit, you'll see a message asking you to unpin an activity first
• Pinned activities are shared across your team — when one user pins an activity, everyone on the team sees it pinned

Tips for Using Pinned Activities

• Pin qualifying notes so your team always sees the most important context about a contact at a glance
• Pin key emails like offer letters or signed agreements for quick reference
• Pin follow-up instructions so the next person who opens the contact knows exactly what to do
• Use internal notes with pins to highlight sensitive information that only your staff should see

What does Staff Only mean on a note?

Staff Only means the note is internal. Admin and Staff users can see it, but Agent and Affiliate users cannot see that note. Use Staff Only for internal follow-up details, troubleshooting notes, or sensitive context that should stay with your Brokerkit team.