Pop Up Notes

Dave McNamara
Dave McNamara
  • Updated

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

 

What is a Pop Up Note?

Pop Up Notes (also known as Sticky Notes) are notes you can use to deliver important information to users in your organisation or information that needs to be shared with your customers.

You can use Pop Up Notes on a Customer Record to display any requirements your staff need to be aware of when interacting with specific Customers. You can add Pop Up Notes to:

There are blue or pink Pop Up Notes:

  • Blue Pop Up Notes appear in the Sales Interface and Opportunities Interface. For example, leaving a note for the next member of staff to remind them to ask the Customer for their email address
  • Pink Pop Up Notes appear in the Opportunities Interface only. You can use a pink Pop Up Note to display any sensitive information to a limited number of Users, for example a VIP or a large Donor.

TIP: The pink Pop Up 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 Pop Up 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 Pop Up Note is populated with content, a squiggly line will appear on the icon:

populated_pop_up_notes.png

 

Customer Pop Up Note

You can create a Note in a Customer Record, 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.

    1. In the Sales Interface click Customers.
    2. Search for and select the Customer Record open it.
    3. Click the blue note icon in the top right corner of the Customer Record:


      blue_note_customer_record.png

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

       

      enter_text_pop_up_note_customer_record.png

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

       

      enter_text_pop_up_note_customer_record_click_save.png

 

Event Pop Up Note

You can create a Pop Up Note in an Event 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 Pop Up Note to an Event. If you don’t have this, ask the Administrator in your organisation.

    • In the Admin Interface go to the Events tab.
    • Search for and select the Event you want to add a Pop Up Note against.
    • Click the blue note icon in the top right corner of the Event:

       

      create_note-in_event.png

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

       

      event_note_editing_note.png

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

      Event_note_click-save.png

 

Event Instance Pop Up Note

You can create a Pop Up Note in an Event Instance 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 Pop Up Note to an Event Instance. If you don’t have this, ask the Administrator in your organisation.

    1. In the Admin Interface go to the Events tab.
    2. Search for and select the name of the Event.
    3. Click the Instances tab and select the Instance you want to add a Pop Up Note against:

       

      instances_tab_select_instance.png

    4. Click the blue note icon in the top right corner of the Event Instance details screen:

       

      event_instance_pop_up_note.png

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

       

      event_instance_note_text.png

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

       

      event_instance_note_click_save.png

 

Order Pop Up Note

You can create a Pop Up Note in an Order 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 Pop Up Note to an Order. If you don’t have this, ask the Administrator in your organisation.

    1. In the Sales Interface click Orders
    2. Search and select the Order you want to add the Pop Up Note against.
    3. Click the blue note icon in the top right corner of the Order Details screen:

      order_blue_note.PNG

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

      order_editing_notes.PNG

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

      order_editing_notes_tick_popup.PNG

 

Opportunities Pop Up Note

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

A pink Pop Up 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 Pop Up Note to an Order. If you don’t have this, ask the Administrator in your organisation.

    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 Pop up Note against.
    3. In the top right of the Details tab, click the pink or blue note icon:

       

      opportunities_pink_or_blue.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:

       

      edit-fundraising_note_tick_popup.png

 

Interacting with a Pop Up 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.

If you see the Pop Up Note, once you’ve read and acknowledged it, click Ok:

interact_pop_up_note.png

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

If the Pop Up Note doesn’t appear 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:

pop_up_note_hover.png

 

Deleting a Pop Up Note

You can delete a Pop Up 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.

 

Reporting on Pop Up Notes

You may want to run a Report viewing all Pop Up 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 metrics:

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

     

    customer_wrapper.PNG

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

     

    event_wrapper.PNG

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

     

    event_instance_wrapper.PNG

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

     

    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.

     

    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 Report Request Form.

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

You now have the information needed to create, manage and report on Pop Up Notes. For other helpful resources, visit the Sell Items and Fulfill Orders category section of our Support Centre.