Every phone call, email, meeting, or message with a client can be recorded as an interaction on their profile. Logging interactions helps you maintain a complete communication history, track follow-ups, and share context with team members. This guide covers creating, viewing, editing, and deleting interaction records, including how to attach documents to specific conversations.
Before You Start
Know what type of interaction occurred (phone call, email, meeting, etc.)
Have your notes or summary ready
Steps to Log an Interaction
Navigate to the client's profile you want to add an interaction to
In the Notes & Activities section, click on + Add Note
Fill in the interaction details:
Type (required) - Select from:
Phone call
Email
Meeting
Note
Date and time (required) - Defaults to now, or pick a past date
Subject (required) - Brief title (e.g., "Discussed Paris trip options")
Notes (required) - Detailed summary of the conversation
Follow-up Completed (optional)
Follow-up Date (optional)
Click Save Interaction
What happens next: The interaction appears in the client's timeline, showing the type, date, subject, and your notes.
Viewing Interactions
Open the client profile
All interactions appear in chronological order (newest first) under the Notes & Activities section.
Each entry shows:
Interaction type tag (phone, email, etc.)
Date and time
Subject line
Note
Attaching Documents to Interactions
Link documents to specific interactions:
While adding or editing an interaction, scroll to Attachments
Click Attach Document
Select an existing document from the client's library or upload a new one
The document links to this interaction
This helps you find documents related to specific conversations later.
Tips
Log interactions promptly - Write notes right after the call or meeting while details are fresh
Use descriptive subjects - "Discussed hotel preferences for Italy trip" is better than "Phone call."
Include outcomes - Note any follow-up actions or decisions made
Add duration for calls - Helps track time spent per client
Common Issues
Problem | Solution |
Can't backdate an interaction | Make sure the date is not in the future - past dates are allowed |
Notes are too long | There's a 10,000-character limit - summarize if needed |
Interaction not appearing | Refresh the page - it may take a moment to load |
Can't attach a document | Upload the document to the client's Documents tab first, then link it to the interaction |
Wrong interaction type selected | Edit the interaction and choose the correct type from the dropdown |