Notes
Notes are short, timestamped comments you can pin to almost any object in ClientCove — a project, a resource, a client, a task, an asset, or a location. They're the running commentary that keeps context next to the work: "waiting on the client's brand guide," "replaced the failed drive on 3/12," "invoice disputed — see thread." Notes are private to your team by default, and you can share any individual note with the client when you want them to see it.
What a Note Is
Every note is the same simple record no matter where you attach it:
| Part | Description |
|---|---|
| Content | The note text you write. |
| Author | The user who created it — recorded automatically. |
| Timestamp | When it was created (and when it was last edited). |
| Shared flag | Whether the note is visible to the client. Off by default. |
Notes are cumulative — each object keeps a growing list of notes rather than one editable field, so you get a chronological trail of who said what and when. They live in the Notes sidebar that opens alongside the object you're viewing.
Notes are for context and commentary, not formal deliverables. For client-facing conversations use Secure Messaging; for support threads use Ticketing. Notes are the quiet margin annotations that sit beside a record.
Where Notes Live
The Notes sidebar is available on six object types. It behaves identically everywhere — only the thing you're annotating changes.
| Object | Open notes from | Typical use |
|---|---|---|
| Projects | The project workspace | Status context, blockers, decisions, hand-off notes between team members. |
| Resources | A resource's view/edit screen | Provenance ("final approved logo"), usage rights, why a file was replaced. |
| Clients | The client workspace | Account history, preferences, sensitive context you don't want in a message thread. |
| Tasks | The task's detail/expanded view | Working notes on how a task is progressing or what's left to do. |
| Assets | An asset's detail screen | Field observations, part numbers, notes from the last time someone touched it. |
| Locations | A location's detail screen | Access instructions, site quirks, contact-on-arrival details. |
Because a note is attached to a specific object, it travels with that object — open the project (or asset, or client) again next month and its notes are right there, in order.
Private vs. Shared
This is the most important thing to understand about notes.
- Private (default). A new note is internal. Only your team sees it. Write freely — internal reasoning, reminders, candid account context.
- Shared. Flip a note to shared and it becomes visible to the client on that object. Use it for context you want the client to have: "Uploaded the revised proof for your review," "Next on-site service scheduled for Friday."
Sharing is decided per note, not per object — one project can hold a dozen private team notes and two shared client-facing ones side by side. You can change a note's shared status after the fact.
Assume shared notes are seen. Once a note is shared it appears to the client immediately. Before sharing, re-read it as the client would — a private aside written for teammates rarely reads the way you'd want a client to read it. When in doubt, leave it private.
Creating, Editing & Deleting
From the Notes sidebar on any supported object you can:
- Create — type the note and save. It's private unless you mark it shared.
- Edit — update the text or toggle its shared status. The timestamp reflects the last change.
- Delete — remove a note entirely.
Each note records its author, so in a shared workspace it's always clear who added a given note.
Notes & Your AI Assistant
Notes are part of the MCP integration, so a connected AI assistant can read and write them on your behalf — "add a private note to the Acme project that we're blocked on their logo," or "summarize the notes on this client." The assistant respects the same shared flag: it creates private notes unless you tell it to share.
| Tool | Does |
|---|---|
read_notes | Lists the notes on an object (paginated). |
write_notes | Creates, updates, or deletes a note — with the optional shared flag. |
The assistant's note tools currently operate on projects, clients, tasks, and resources. Asset and location notes are managed from the portal UI. Everything you write through the assistant lands in the same Notes sidebar you see in the portal.
Notes vs. Service Notes
Don't confuse the Notes sidebar with the Service Notes field on assets and locations — they're different things:
| Notes (this page) | Service Notes | |
|---|---|---|
| What | A running list of separate, timestamped notes | A single free-form text field on the record |
| Where | The Notes sidebar, on six object types | The Details tab of an asset or location |
| Audience | Team by default; share individual notes to the client | Assigned technicians |
| Purpose | Context, history, commentary | Standing maintenance instructions the tech should see first |
If you want a dated trail of observations, use Notes. If you want one always-visible block of "here's how to service this," use Service Notes — see Maintenance & Service.