Notes are how you record what happens with each lead — calls made, conversations had, objections raised, decisions reached. They are the memory of your sales process and the fastest way to pick up exactly where you left off the next time you reach out.
This feature is available on the Engage plan
The Pipeline CRM is part of the Engage tier. Trial and Scout users can preview it but cannot save status changes, notes, or reminders. Upgrade any time from the Plan tab in the portal.
Why notes matter #
Without notes, every cold call starts from scratch. With notes, you walk into every conversation knowing exactly what was said last time, who you talked to, and what you agreed to do next.
- You sound prepared. "Last time we talked, you mentioned 8 drivers due for physicals next month — how is that going?"
- You stop repeating yourself. No more pitching the same value prop to someone who already heard it.
- Team handoffs work. If a colleague picks up the lead, all the context is there.
- You remember who is who. "Mike the dispatcher" vs "Mike the owner" matters when you call back.
Note categories #
Every note is tagged with one of four categories. Categories help you filter the activity history later (for example, "show me all the calls").
General
Default category. Use for any note that does not fit one of the more specific buckets — observations, reminders, internal context.
Call Log
For phone call records. Who you talked to, what was said, what they agreed to. Auto-applied when you log a call from the call script.
Email Log
For email correspondence summaries. Use when you sent or received an email outside the built-in composer (or if you want to summarize a thread).
Meeting
For in-person meetings, drop-in visits, or video calls. Capture who was there, key decisions, and follow-ups.
How to add a note #
Open any lead
Click a lead from the kanban board, list view, or map. The lead detail panel opens.
Click the Notes tab
The Notes tab is in the panel's left navigation, alongside Overview, Fleet, Activity, and History.
Choose a category
Select General, Call Log, Email Log, or Meeting from the dropdown. Default is General.
Type your note
Write whatever helps. Two sentences is usually plenty. Include names, key facts, and the next action.
Click Add Note
The note saves immediately and appears at the top of the notes list with a timestamp.
What to record in a note #
Good notes are short, factual, and action-oriented. The goal is future-you remembering enough to pick up the conversation in 30 days without re-reading the whole history.
Always include
- Who you spoke with. Name and role (owner, dispatcher, safety manager).
- The key facts. Driver count if it changed, services they need, any objections raised.
- The next step. "Sending rate sheet by Friday" or "Calling back Tuesday after lunch."
Often useful
- Best time to call back. "After 2pm, before 4pm."
- Their current provider. "Using ABC Clinic but not happy with wait times."
- Pricing context. "Said current price is $80, would consider switch at $75."
- Personal context that helps rapport. "Wife runs the office — ask about her at next call."
Skip
- Long narratives. Two sentences usually do it.
- Anything you would not want a customer to read. Notes can be exported.
- Anything that already lives somewhere else (FMCSA data, fleet size, etc.).
Editing and deleting notes #
Every note has small action icons in the top right of its card:
- Edit — opens the note inline for changes. Save when done.
- Delete — permanently removes the note. There is a confirmation prompt.
Deleted notes cannot be recovered
If you delete a note by mistake, you cannot undo it. Edit instead of delete unless the note is genuinely wrong or sensitive.
Best practices #
Add the note during the call, not after
It is much easier to type as you go than to remember 10 minutes later. Notes added in real time are more accurate, more detailed, and more useful.
Use Call Log category for calls
Tagging calls correctly lets you later filter the activity log to "just my call history," which is the easiest way to review what is working in your outreach.
Always end with the next action
The most valuable line in any note is the one that says what happens next. "Calling back Tuesday at 10am" tells future-you exactly what to do without re-reading the whole conversation.
Pair every note with a reminder
If the next action is more than a day out, set a reminder so you do not have to remember to come back. The Notes and Reminders systems work together — see Setting Reminders & Follow-Ups.
Where notes show up #
Once added, a note appears in three places:
- The Notes tab on the lead detail panel — full chronological list, newest first.
- The Activity tab on the lead detail panel — intermixed with status changes, emails, and reminders for full context.
- Engage exports — the most recent note appears in CSV/Excel exports as the "Last Note" column.
Notes never appear in the carrier-facing parts of DOT Lead Scout (no carrier ever sees your notes about them).
