Customer notes: internal notes with a topic and date

Customer notes are your business's internal notes about a customer: the formula used for a hair dye, allergies and sensitivities, the treatment done in physiotherapy, what to watch for in the next session. Every note has a Topic, a Date and a Description. Notes come together in one list: you see the same notes on the customer card, on every sales card of the customer and in the appointment window on the calendar. When the customer comes back six months later, the formula written on the old sales card is right there when you open that day's sales card.

Where do notes appear?

• Customer card → Notes tab: all of the customer's notes, newest note date first (20 at a time; Show more for the rest). The tab sits right next to Overview. Filter by topic with the chips at the top, such as "All · 12" or "Allergy · 2".

• Overview → Latest notes: the two newest notes; the All notes (N) link opens the Notes tab.

• Sales card page → Customer Notes: in the right column, under Collections, all of the customer's notes; the card is kept compact: the three newest notes, each cut to three lines (Read more shows all of it), and Show N more notes for the rest. A note written on this sales card carries a green Created on this sales card badge under it, and a note written on another sales card carries a link with that sales card's day, such as Sales card · 12 Apr 2026; clicking the link opens that sales card.

• Calendar → appointment window → Customer Notes: the three newest notes and an Add note button. A note written in this appointment carries the Created in this appointment chip.

• Create Appointment → Show the customer summary: the customer's three newest notes; under Recent visits, the note written on each visit's sales card.

• Sales card list: if notes were written on a sales card, a note icon with their count appears in the Services column; hovering over it shows "Notes written on this sales card: N".

Adding a note

1. 1

   Click Add note

   Click Add note on the Notes tab of the customer card, on the Customer Notes card of a sales card or in the appointment window. A note you add from a sales card is linked to that sales card, and one you add from the appointment window to that appointment and its sales card.

2. 2

   Choose the topic

   Pick a topic in the Topic box. If the topic you need is not in the list, type its name and click Create topic “…”; the topic is created once and you pick it from the list for later notes. A second topic with the same name cannot be created (upper/lower case and Turkish characters do not matter); if a deleted topic has the same name, no new one is created and the deleted topic comes back.

3. 3

   Check the date

   The Date starts with today on the customer card, with the sales card's day on a sales card and with the appointment's day in the appointment window. Pick the day the note belongs to: any day since 2000, or up to one year ahead. The list is sorted by this date.

4. 4

   Write the description and save

   The Description is a simple text editor with Bold, Italic, Underline, Strikethrough, Numbered list, Bulleted list and Clear formatting buttons. A note can be at most 10,000 characters. Click Save; "Note added." appears.

Under every note you see who wrote it and when; a note changed later shows "edited", and hovering over it shows who edited it and when. From the menu to the right of a note, Edit changes the topic, the date and the description, and Delete deletes the note (a "Delete note?" confirmation appears; a deleted note cannot be brought back).

Notes created automatically

• Create Appointment → Customer note: the text you type in the Customer note field in the last step is written to the customer's notes under the “Genel” topic, linked to that appointment, when the appointment is saved. Only staff allowed to add notes see the field.

• Online booking: the text the customer types in the Notes field while booking online arrives under the “Genel” topic with the From online booking chip, and its author shows as "Customer". The customer does not see this note afterwards, neither on the appointment page nor in the app.

• Cancellation and rejection reasons: the reason the customer writes while cancelling their online booking is saved as a note with the Customer's cancellation reason chip, and the reason you write while rejecting an appointment awaiting approval with the Rejection reason chip.

• Import and Piyzi API: the Note column of the Excel/CSV import is written under the “Genel” topic with the "Imported" chip, and a customer or appointment note coming through the Piyzi API with the "Piyzi API" chip.

Your earlier notes

What you had written in the Notes field of sales cards, in the appointment note on the calendar and in the note field of the customer card was moved to customer notes under the “Genel” topic with the Moved from an old note chip: a sales card note is linked to its sales card and an appointment note to its appointment, dated with the day of the sales card or the appointment. The same note written on every occurrence of a recurring series was moved as a single note. These three old fields are no longer in the forms; the Edit window of the customer card reminds you that notes are on the Notes tab.

Note Topics

You manage topics in the My Business → Settings → Other Settings → Note Topics panel. The list shows how many notes use each topic; New Topic adds one (2-75 characters). Edit in a row's menu renames the topic; the new name appears on every note in that topic.

• Deleting a topic: a deleted topic leaves the lists and the topic choice in the note window, but its notes are not deleted: they keep showing the topic's name as "Allergy (deleted)". If you create a topic with the same name again, the deleted topic comes back with its notes.

• The “Genel” (General) topic: carries the System badge; notes from the appointment form, online booking and imports, and the earlier notes, are written under it. You can rename it, and automatic notes keep going to it under the new name. If you delete it, it is opened again as “Genel” for the next automatic note.

Permissions

Permissions are in My Business → Settings → Roles & Permissions; the note permissions are in the Customer group and the topic permissions under the Note Topics heading. Permission names appear in Turkish on the role screen. The business owner can do everything.

• View customer notes (“Müşteri notlarını görebilir”): the Notes tab, Latest notes, the Customer Notes on sales cards and in the appointment window, the notes in the customer summary and the note counts in the lists appear only with this permission.

• Add customer notes (“Müşteriye not ekleyebilir (kendi notunu düzenleyip silebilir)”): adds notes, creates new topics in the note window and edits or deletes only the notes they wrote.

• Edit / delete other people's notes (“Başkasının yazdığı müşteri notunu düzenleyebilir / silebilir”): edits or deletes notes written by other staff, by the customer (online booking) and by the system (moved from old notes).

• Note topic permissions (“Not konularını görebilir”, “Not konusu ekleyebilir”, “Not konusunu yeniden adlandırabilir”, “Not konusunu silebilir”): the actions in the Note Topics panel.