Yes. Each Notes tab has its own permission per user, and inside each tab you choose whether a person sees system-generated notes, notes typed by people, or both. Customer Service is open to everyone who can open the Notes page.
Claim notes for contractors and public adjusters: one thread per department, read by the people it is for
Every job in CRM For Claims has a Notes page split into tabs, so the conversation about the carrier, the crew, the permit and the money each has its own place. Who can open each tab is a permission you set per user.
#1187 - Harmon residence · Notes · drawn example
Customer Service
Claims
Construction
Permits
Income
Expenses
Mortgage
Management
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Dana PriceTuesday 10th of November 2026 02:15 PM
Field adjuster agreed to come back for the north slope on the 18th. Bring the hail chalk photos.
SystemMonday 9th of November 2026 09:02 AM
Payment received on invoice 1042, $2,500.00 by card, recorded on the invoice and the balance set to zero. The deposit is posted to the bank account picked for online payments.
Expand +Luis OrtegaFriday 6th of November 2026 04:40 PM
Homeowner asked if the gutters are in the scope. Told her we would answer after the reinspection.
Which tab a note belongs in
The Notes page of a job has a tab for Customer Service, Claims, Construction, Permits, Income, Expenses, Mortgage and Management. Write each note where the person who needs it will look. A few sentences an office writes in a normal week, and where they go:
Homeowner wants a call after 5, she works days.Customer Service
Desk adjuster says the supplement is under review, call back Thursday.Claims
Crew needs the side gate code before the tear-off.Construction
Village wants the final inspection booked online, not by phone.Permits
Second check is coming to the office, not the property.Income
Dumpster invoice is higher than quoted, holding it until we talk.Expenses
Lender needs a signed lien waiver before it releases the next draw.Mortgage
Margin on this job is low, review before we approve the change order.Management
When you open the Notes page, it lands on the tab of the newest note on the job, as long as you are allowed to see that tab. Each person's notes are tinted with the colour set on their user profile, so you can tell writers apart at a glance.
Who can read each tab, set per person
Notes permissions for one sales repDrawn example
TabTabSystemTyped
Customer Service
Claims
Construction
Permits
Income
Expenses
Mortgage
Management
Expenses here uses the payee option: this rep sees the system expense notes where they are the payee, and nothing else on that tab.
Each tab has its own Show Notes Tab permission per user, and two more switches inside it: show all system-generated notes and show all user-generated notes. The Customer Service tab is open to everyone who can open the Notes page.
A person always sees the notes they wrote and the notes someone shared with them, whatever the switches say.
The Expenses tab has one switch the others do not: show only system-generated notes where the user is the selected payee. A rep or a crew lead can follow the expenses paid to them on the job without reading the rest of what the job cost. The payees themselves are covered on accounts payable tracking.
Hover over the lock on a tab and the CRM lists the people who can see it. These switches sit with the rest of each user's roles and permissions.
Notes the CRM writes and notes people write
Many changes on a job leave a note signed System. Others are typed by your team. Because they are switched separately, a manager can read only what people wrote, and an office admin can see every automatic entry on the money tabs.
SystemDrawn example
Payment received on invoice 1042, $2,500.00, card, recorded on the invoice.
Signed System
Shown in grey. A long one is clamped to two lines with an Expand + button. Who sees it follows the System switch of its tab.
Dana PriceDrawn example
Customer confirmed by phone that she paid online this morning.
Typed by a person
Carries the writer's name, the date and time to the second, and their colour. Who sees it follows the Typed switch of its tab.
Adding, editing and deleting a note is also written to the job's claim audit trail, and those lines are shown only to people the Notes tab would show the note to.
Showing one note to someone who cannot open its tab
Sometimes one Management or Income note has to reach a person who should not read the rest of that tab. The share button on the note handles that without changing anyone's permissions.
Managers: Luis Ortega does not have rights to view the tab!
Display tab with this note?
CancelYes
- Press share on the note and pick one or more people from your company.
- If one of them cannot open that tab, the CRM names them and asks whether to show the tab with this note.
- On Yes, that person sees the tab on this job with the note shared with them, and only the notes shared with them or written by them.
A new note also shows in the CRM notifications of people on the job's team who may read its tab, and of the people it was shared with.
Who may change or remove a note
Editing, deleting and sharing are separate rights, so you can let everyone fix their own typos without letting anyone rewrite another person's note. Each right works only on notes the person can already see.
| Right | What it allows |
|---|---|
| Edit your notes | Change the text of a note you wrote. |
| Edit all visible notes | Change any note on a tab you can open, including other people's. |
| Delete your notes | Remove a note that you wrote yourself. |
| Delete all visible notes | Remove any note you can see. |
| Share all visible notes with manager | Use the share button described above. |
Company admins have all five. For everyone else they are ticked per user, and the pencil, share and bin icons only appear on a note when the right is there.
Printing the notes for a claim file
When the carrier, an appraiser or your attorney asks what was said and when, the settings tab of the Notes page prints a report. You choose a range, a tab or all of them, and one or more users. The claim details that sit beside these notes are on insurance claim tracking.
Select options for printing
All
Claims
All
Project Notes Report
#1187 - Harmon residence · Generated Nov 11, 2026 9:30 AM · drawn example
| ID | Manager | Note | Tab | Date |
|---|---|---|---|---|
| 4410 | Dana Price | Field adjuster agreed to come back for the north slope on the 18th. | Claims | Nov 10, 2026 |
| 4388 | Luis Ortega | Left a message for the desk adjuster about the gutters. | Claims | Nov 9, 2026 |
| 4351 | Dana Price | Desk adjuster says the supplement is under review. | Claims | Nov 3, 2026 |
The report holds only the notes the person printing it is allowed to see, even when All tabs is chosen. Printing needs the Notes settings tab permission.
FAQ
Frequently asked questions
Straight answers about who we serve, what we automate, and how to get started.
Yes. Share the note with that person. If they cannot open the tab, the CRM asks whether to show the tab with this note, and on Yes they see only the notes shared with them or written by them on that tab.
Yes. The settings tab of the Notes page prints a Project Notes Report as a PDF for a range, a tab and the users you choose, with the ID, writer, note, tab and date of each note.
Editing and deleting each have two rights, one for your own notes and one for all notes you can see. Company admins have both. Everyone else gets what you tick on their user.