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How to Create and Interact with Notes

Dave Carr
Dave Carr
  • Updated

Notes (also known as pop up notes or sticky notes) can be used to share important information internally or with your customers. Pop up notes can be used a visual reminder, to share confidential information or refund notes.

In this article, we’ll guide you through the different types of Notes, where you can add them and how to interact with and report on them.

 

What is a Note?

A Note can be used to display important information your staff need to be aware of. There are two colours of Notes:

  • Blue Notes appear in the Sales Interface and Opportunities Interface. For example, leaving a reminder for the next member of staff to ask customers for their email address. 

    You can also add a Blue Note against an Opportunity. This will only appear in the Opportunities Interface. 

     
  • Pink Notes appear in the Opportunities Interface only. You can use a Pink Note to display any sensitive information to a limited number of Users, for example a VIP or a large Donor.

TIP: The Pink Note is only visible to Opportunities Interface users. If you have sensitive information which you want to store against a Customer Record - for example a VIP or large donor, you can use the Pink Note.

If you want to report on Pink Notes, then they will be visible to all users with the Insights & Mailings User or Insights & Mailings Administrator permissions on their User account.

When either Note is populated with content, lines will appear on the icon:

pop_up_note_with_information_in.png

 

Where can I Create and View Notes?

You can set a note to pop up depending on the type of note and where it is added.

Note Type Where to Create and Edit Where to View Can it pop up?
Customer Customer Record in the Sales Interface and Opportunities Interface Customer Record in the Sales Interface and Opportunities Interface Yes
Events Admin Interface Sales Interface

Not in the Admin Interface. You can edit the Note or hover over the Note to view.

Not on the Events page in the Sales Interface but yes on each Event Instance.

If an Instance also has a pop up Note of its own, it will pop up information from both Notes. At least one of the Notes has to have pop up enabled for both Notes to pop up on the Instance.
Event Instance Admin Interface Sales Interface

Not in the Admin Interface. You can edit the Note or hover over the Note to view.

Yes in the Sales Interface

If the Event also has a pop up Note, it will pop up information from both Notes. At least one of the Notes has to have pop up enabled for both Notes to pop up on the Instance.
Orders Order Order Yes
Fundraising Note (Pink Customer Note) Customer Record in the Opportunities Interface Customer Record in the Opportunities Interface

Yes

If a Customer has both Pink and Blue Notes and both are set to pop up, the Pink Note will appear first and once that is closed, the Blue Note will pop up.
Opportunities Opportunities Interface Opportunities Interface No
Invitees on Invitations Opportunities Interface Opportunities Interface No

 

How do I Create a Note?

To learn how to create a Note, click the relevant link below:

 

Customer Note

You can create a Customer Note to inform a user of important information relating to a Customer. This information is only visible to Spektrix users in your organisation.

TIP: You’ll need the Sales User or Sales Administrator Role on your User Account before you can add a Pop Up Note to an Event. If you don’t have this, ask the Administrator in your organisation.

  • To create a Customer Note, follow these steps:

    1. Search for the Customer Record.
       

    2. Click the Blue Note icon in the top right corner of the Customer Record:

      blue_note_customer_record.png

    3. You’ll see an Editing Notes screen. Enter the text you want to display in the Note:

      adding_text_to_blue_customer_pop_up_note.png

    4. Check the Popup note box if you want the note to appear any time you access the Customer Record. Click Save.

 

Event Note

You can create an Event Note to inform customers of information specific to the whole Event, for example, to make customers aware of flashing strobe lights. This information is only visible to Spektrix users in your organisation.

TIP: You’ll need the Sales Administrator Role on your User Account before you can add a Note to an Event. If you don’t have this, ask the Administrator in your organisation.

  • To create an Event Note, follow these steps:

    1. Search for the Event you want to add a Note against.

    2. Click the Blue Note icon:

      event_blue_note_icon.png

    3. You’ll see an Editing Notes screen. Enter the information you want to display when accessing the Event from the Sales Interface:

      enter_text_for_event_pop_up_note.png

    4. Check the Popup note box, if you want the Note to appear any time you access the Event. Click Save

 

Event Instance Note

You can create a Event Instance Note to inform customers of information specific to that Instance, for example a change of cast members for one performance. This information is only visible to Spektrix users in your organisation.

TIP: You’ll need the Sales Administrator Role on your User Account before you can add a Note to an Event Instance. If you don’t have this, ask the Administrator in your organisation.

  • To create an Event Instance Note, follow these steps:

    1. Search for the Event and Instance

    2. Click the Blue Note icon in the top right corner of the Event Instance details screen:

      event_instance_pop_up_note_icon.png

    3. You’ll see an Editing Notes screen. Enter the information you want to display when accessing the Event from the Sales Interface:

      enter_text_event_instance_pop_up_note.png

    4. Check the Popup note box, if you want the Note to appear any time you access the Event. Click Save.

 

Offer Note

You can create an Offer Note to inform a user of important information relating to an Offer. This information is only visible to Spektrix users in your organisation.

TIP: You’ll need the General Administrator Role on your User Account before you can add a Note to an Offer. If you don’t have this, ask the Administrator in your organisation.

  • To create an Offer Note, follow these steps:

    1. Go to the Admin Interface > Other > Offers and select the Offer you'd like to add a Note to.

    2. Click the Blue Note icon in the top left corner next to Offer Details:


    3. You’ll see an Editing Notes screen. Enter the text you want to display in the Note:


    4. Check the Popup note box if you want the note to appear any time you access the Offer. Click Save.

 

Order Note

You can create an Order Note to inform Customers of information specific to that Order, for example ticket exchanges or refunds.

TIP: You’ll need the Sales User or Sales Administrator Role on your User Account before you can add a Note to an Order. If you don’t have this, ask the Administrator in your organisation.

  • To create an Order Note, follow these steps:

    1. Search for the Order you want to add the Note against.
       

    2. Click the Blue Note icon in the top right corner of the Order Details screen:

      order_pop_up_note_icon.png

    3. You’ll see an Editing Notes screen. Enter the information you want to display when accessing the Order from the Sales Interface:

      enter_text_for_order_pop_up_note.png

    4. Check the Popup note box, if you want the Note to appear any time you access the Event. Click Save.

 

Customer Note in the Opportunities Interface

You can create a Customer Note in the Opportunities Interface to inform your team of information relating to the Customer.

A Pink Note is only visible in the Opportunities Interface. 

TIP: You’ll need the Opportunities User or Opportunities Administrator Role on your User Account before you can add a Note to a Customer Record in the Opportunities Interface. If you don’t have this, ask the Administrator in your organisation.

  • To create a Customer Note in the Opportunities Interface, follow these steps:

    1. In the Opportunities Interface, click the people icon on the left hand menu and search for the Customer Record.

    2. Select the Customer Record you want to add the Note against.

    3. In the top right of the Details tab, click the Pink or Blue Note icon:

      pop_up_note_icon_in_opportunities_interface.png

    4. Select a Pink Note (Fundraising) for Notes you would only like visible in the Opportunities Interface. A Blue Note is visible in the Opportunities Interface and Sales Interface.

    5. You’ll see an Editing Notes screen. Enter the information you want to display when accessing the Customer Record from the Opportunities Interface:

      edit_fundraising_note.png

    6. Check the Popup note box, if you want the Note to appear any time you access the Customer Record in the Opportunities Interface. Click Save.

 

How to Interact with a Note

When you access a Customer Record, Event, Event, Instance or Order in the Sales Interface or access a Customer Record in the Opportunities Interface, you’ll see either a Pop Up Note or an icon showing a Note has been created.

Once you’ve read and acknowledged it, click Ok:

acknowledging_pop_up_note.png

When you click Ok to acknowledge a note, it will reappear the next time you access the Customer Record, Event, Instance or Opportunities Interface.

If the Note doesn’t pop up when you access the Customer Record, Event, Instance or Opportunities Interface, you can view it by hovering your mouse over the Note, or by selecting it:

hover_over_pop_up_note.png

 

How to Delete a Note

You can delete a Note in the Customer Record, Event, Event Instance, Orders and Opportunities Interface by following the steps above to create a note. When you see the Editing Notes or Editing Fundraising Notes screen, delete the text from the note, uncheck Popup note and click Save.

 

How to Report on Notes

You may want to run a Report viewing all Notes against a Customer, Event, Instance, Order or Fundraising. You can build a report to view the contents of all Notes, whether it pops up or not. You can create a basic CSV Report to display this information by including one or a combination of the metrics below.

TIP: You’ll need the Insights & Mailings User or Insights & Mailings Administrator Role on your User Account before you can run Reports. If you don’t have this, ask the Administrator in your organisation.

 

Blue Notes

To report on Blue Notes, you can use the following outputs:

  • Customer Notes: You’ll find this in the Customers Wrapper.

    customer_notes_in_customer_wrapper.png

  • Event Notes: You’ll find this in the Event Wrapper.

    event_notes_in_event_wrapper.png

  • Event Instance Notes: You’ll find this in the Event Instance Wrapper.

    event_instance_notes_in_event_instances_wrapper.png

  • Order Notes: You’ll find this in the Order Items Wrapper.

    order_notes_in_order_items_wrapper.png

 

Pink Notes

To report on Pink Notes, you can use the following metrics:

  • Opportunity Notes: You’ll find this in the Opportunities Wrapper.

    opportunity_notes_in_opportunities_wrapper.png

TIP: You can only view Fundraising Notes in a Fundraising type Report. If you want a Custom Report that is formatted in a certain way, such as displaying your organisation’s logo or branding, you’ll need to submit a request via the form within How to Request Help with Reports.

For more information on building Reports, go to the Building Reports section of the Support Centre.