Learn how to add, customise, and reassign note types to improve your record-keeping and client communication. Discover how property-specific notes impact reports, visibility, and workflows within the system

This article covers:

About notes

Notes are essential for recording contact information, property details, or sales details. Each note type serves a specific purpose and offers customised options. Notes can be created manually or automatically based on actions within contact, property, or sales records.

When creating a note, you can apply additional settings, such as marking it as read‑only, to control how the note behaves after it is saved. This is a system setting available to everyone who can add notes. Once a Read-Only note is added, it cannot be edited or removed by any users.

Add a note

Go to: A contact or property card
Click on the Notes tab
Click Add New Note in the bottom right corner
In the Add/Edit Note window, you can:

Select the note type
(Optional) Tick Read-Only to lock the note
Add the note details
Set a reminder
Set the visibility of the note

5. Once you have added the desired details, click on Save to add the note

Note: The note you add (contact, property, or sale) will determine which fields appear in the Add/Edit Note window. This will also depend on the note type you select, to suit that specific note type.

Add custom note types

Custom note types enable you to create personalised categories for recording client communication, tailoring MRI Vault to your business needs.

Go to: Settings > Note Types
Select the tab of the note type you want to create (Contact, Property, or Sale)
Click Add New Note Type
The Add/Edit Note Type window will appear:
- Enter the Name of the note
- Select the Purpose of the note
- Select the note's Colour
- (Optional) Tick Default this note type as read-only
- (Optional) Tick Pinned Note Type to place note at the tope of the notes list
Click Save to add the new note type

This will allow you to select this note type when adding a note to a contact, property, or sale.

Note: The purpose you choose will decide which fields appear when adding this new note type. This will also differ depending on whether you are creating a Contact, Property, or Sale note.

Reassign existing note types to a new type

Note: Once reassigned, this cannot be undone.

Go to: Settings > Note Types
Click on Edit on the right-hand side of the desired note type you are removing/reassigning
This will populate the Add/Edit Note Type screen, where you can edit the note and reassign it
This will then reassign and update the selected existing added note type to the new note type selected
To remove the note, click Remove

View the notes log

You can view notes for a contact in the Notes tab on the Contact Record.

To view notes:

Open the Contact Record
Select the Notes tab
Scroll down to the Notes log

Filter notes log

By default, not all notes are displayed.

You can use the View drop‑down on the Notes tab to filter which note types are shown in the Notes log.

Available note types:

From the View drop‑down, you can select one of the following options:

All Note Types - Displays all standard notes
All Note Types (inc System Notes) - Displays all notes, including system‑generated notes
Email Enquiry - Notes created from email enquiries
Phone Enquiry - Notes recorded from phone enquiries
General - Manually created general notes
Priority - Notes marked as priority
Social Media - Notes generated from social media interactions
Open Home / Inspection Feedback - Feedback captured from inspections
Private Inspection - Notes related to private inspections
Open for Inspection Call Back - Call‑back notes linked to inspections
Prospecting (Telemarketing) - Notes created through prospecting activities
Phone Prospecting - Prospecting notes recorded by phone
Requirement Feedback - Notes related to buyer requirements

Selecting a note type updates the Notes log to show only notes of that type.

Tip: Email send errors are logged as system notes. To view them, set the View drop‑down on to All Note Types (inc System Notes).

What's next?

Learn how property-specific notes appear in the Owner Feedback Report, how notes work in MRI Vault, their influence on the fields shown when creating them, and the available notes for contacts, properties, and sales, as well as how they impact reporting and visibility.