How to use Notes in SparrowCRM

Notes help teams capture insights, document conversations, and share important context directly within SparrowCRM. Every note can be linked to a record, ensuring key details are always accessible alongside the contacts, companies, and deals they relate to.

Notes support real-time collaboration, block-based formatting, templates, and record linking, making them useful for everything from meeting takeaways to internal strategy discussions

Creating a Note

To create a note:

1. Click + New note in the top right of any object page, or create a note from the Notes tab on any record page.
2. Write the note content using the block-based editor.
3. Optionally, link the note to a specific record (Contacts, Companies, Deals, or Custom Objects) so it appears on that record's page.
4. Optionally, click Link meetings in the note header to reference a calendar event, which automatically pulls in attendee details.

Use Note Templates

Instead of starting from scratch, choose from pre-built templates to ensure important details are captured consistently.

• Click + New note and select a template such as Discovery Call, Negotiation Call, or Onboarding.
• Click View all templates to browse saved frameworks or create a custom template.

Pin a Note

Use the pin icon to pin a note to the bottom of the screen. This allows you to continue browsing SparrowCRM while writing, keeping the note visible across pages.

Formatting Notes

Notes use a block-based editor with slash commands and a formatting toolbar.

Add Blocks

Press \ to reveal the command popover and insert:

• Body text
• Heading 1
• Heading 2
• Bulleted list
• Numbered list
• Image

Text Styling

Highlight any text to reveal the formatting toolbar. Options include:

• Change the text type (Body, Heading 1, Heading 2)
• Adjust text color
• Apply Bold, Italic, or Underline formatting
• Insert a hyperlink

Images

Drag and drop files directly into the note, or use the /image command. Once added, click the ⋮ icon on the image to align, caption, or replace it.

Collaboration

Notes update in real-time, allowing teams to work together in the same note simultaneously.

• Mentions — type @ followed by a name to tag a teammate
• Record links — type @ followed by a record name to create a clickable link to that record's page within the note

Managing Notes

Notes is accessible from the sidebar and provides a centralized view of all notes across the workspace.

Grouping

Inside the notes page group them by:

• Date created — organizes notes chronologically
• Linked object — groups notes by the record they are connected to

Sorting

Sort notes by created date:

• Newest first
• Oldest first

Filtering

Click + Add filter to narrow down notes by:

• Date modified — filter using operators: is, is not, greater than, less than
• Linked record — find notes connected to a specific record

Deleting a Note

To permanently remove a note:

1. Open the note.
2. Click the ⋮ icon in the top header.
3. Select Delete note and confirm.

Note Templates

Note templates help capture information in a consistent, structured format so important details are never missed. SparrowCRM includes default templates, and custom templates can be created to match any workflow.

Create a New Template

1. Navigate to the Templates tab.
2. Click Add New Template.
3. Draft the template using the preferred structure and fields.
4. Click Save.

The template is now available in the template gallery for future use.

Share a Template

After creating a template, share it with other users or teams:

• Choose the appropriate access level (view-only or edit access)
• Assign it to specific users or teams

This ensures everyone captures notes in a consistent format.

Convert a Note into a Template

If an existing note is well-structured and worth reusing:

1. Open the note.
2. Select Convert to Template.
3. Review and save it to the template gallery.

Notes provide a flexible space for capturing and sharing context across the CRM. Whether documenting a discovery call, collaborating on strategy, or building reusable templates, notes ensure important details stay connected to the records they belong to.