Add Notes to Contacts

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What are Notes?

Notes let you record anything you want to remember about a contact — their interest in a property, a follow-up to make, the outcome of a conversation. Each contact has its own notes, kept as a running list so the whole story stays in one place.

• Add as many notes as you like to a contact
• Each note shows who wrote it and when
• Edit or delete your notes at any time

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Notes Voqo AI writes for you

After a meaningful call, Voqo AI adds a note to the contact — a concise, factual summary of what was discussed, like the property they asked about and the substance of the conversation. Not every call creates one: a real enquiry, price discussion, or inspection interest does; a plain “call me back” or wrong number doesn’t. So your notes stay a history worth reading, not a log of every ring. Every note carries a set of badges, so you can tell at a glance where it came from:

• Author — a Voqo AI badge on a note written automatically (hover over it and you’ll see it was written by the system), or a team member’s name on a note someone typed by hand.
• Channel — how the conversation happened: Inbound call, Outbound call, or SMS. Manual notes don’t show a channel badge.
• Sync status — if you’ve connected a CRM with note write-back turned on (like VaultRE), a small icon shows whether the note has reached your CRM: spinning while it syncs, a Synced to VaultRE badge once it’s saved, or an amber icon you can click to retry if a push didn’t go through.

Automatic call notes are stamped with when the call happened, not when the note was written — so the timeline matches your day.

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Add a Note

Open Contacts, select a contact, and find the Notes section.

1. Select Add note.
2. Choose a note type. If the contact is linked to a CRM with note write-back on, you’ll pick from your CRM’s own note types; otherwise you’ll see Voqo’s general categories.
3. If the type is about a specific property, a Link a property box appears — search by address and attach one.
4. Type your note (up to 500 characters).
5. Select Save.

A Voqo-only note appears at the top of the list straight away, with your name and the time it was added. If the contact is linked to a CRM with note write-back on, you’ll also see an Also save to VaultRE checkbox (or the name of your CRM). Tick it to send the note to your CRM as well; leave it unticked to keep the note in Voqo only. When it’s ticked, Voqo saves the note to your CRM first and keeps it once your CRM accepts it — so it’s confirmed there the moment it appears. See VaultRE Note Write-Back for how CRM notes sync.

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Edit or Delete a Note

In the Notes section, each note has its own controls:

• Edit — update the text and save. The note keeps its place in the list and shows when it was last edited.
• Delete — remove the note. You’ll be asked to confirm first.

If a note was also saved to your CRM, editing or deleting it in Voqo updates your CRM too — editing waits for your CRM to confirm the change, and deleting removes it from both after you confirm. See VaultRE Note Write-Back for the details.

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View a Contact’s Notes

Notes are shown newest-first in the contact’s Notes section, so the most recent activity is always at the top. Every note shows its type above the text, and who wrote it and when below — so you can see at a glance who recorded what, useful when more than one person on your team works the same contact.

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Filter Contacts by Notes

On the Contacts list you can filter by whether a contact has notes — handy for finding the contacts you’ve already started working, or the ones you haven’t touched yet.

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Tips

• Use notes to capture intent in the moment — “interested in 12 Smith St, wants a weekend viewing” — so nothing gets lost between calls.
• Notes are shared across your workspace, so your whole team sees the same history on a contact.
• Keep notes short and specific; add a new note for each new development rather than editing one long note.