The record timeline: notes, email, tasks and signatures

Every company, contact, deal and custom record has an activity timeline — the running history of everything that's happened, plus the composer you work from at the top.

Rich notes, calls and meetings

Notes, logged calls and meeting summaries use a full editor: bold and italics, headings, bullet and numbered lists, quotes, tables, links and inline images. Press ⌘/Ctrl + Enter to save. Edit any entry later and the formatting comes back exactly as you left it.

Sending email from a record

Click Email → Compose to send a message that's automatically logged to the timeline. It's a rich editor too — format text, drag or paste images (they're uploaded and hosted so they render in the recipient's inbox), and pick which verified address to send from. Replies thread back onto the same timeline, and you'll see delivered / opened / clicked status on each sent email.

Email signatures

Set your personal signature on your Profile using variables — {{user.name}}, {{user.title}}, {{user.email}}, {{user.phone}}, {{user.avatar}} and {{booking_link}} — and toggle whether it's added to new emails automatically. Admins set a workspace default and optional per-team signatures in Settings → Email; each person's details fill in for them. Signatures cascade: your personal one wins, then your team's, then the workspace default.

Templates in the composer

Use Insert template in the email composer to drop in a saved template — its merge tags (like {{recipient.first_name}}) fill in from the record you're on, and an empty subject is filled from the template.

Tasks: assignment and reminders

Create a task from any record (or the global Tasks page). Set a due date, assign it to a teammate — they get a notification and can filter Tasks to "Assigned to me" — and add a reminder time to get pinged when it's due. Check it off from the timeline or the Tasks page.

Filter and pin

Filter the timeline by Notes, Emails, Calls, Meetings or Tasks using the chips under the composer, and pin an important entry so it floats to the top of the record.

History from linked records

A timeline shows what happened on that record, and it also shows the correspondence from records linked to it — open a deal and you'll see the emails, calls and meetings with the people on it, marked via their name so you can tell the difference. The Related included button at the end of the filter row switches it off if you only want this record.

Notes and tasks stay where you wrote them. Emails, calls, meetings, social messages and form submissions travel between linked records, because they're a record of something that actually happened with someone — that's just as true read from the deal as from the person. A note or a task is about one thing: “chase the revised quote” belongs to the deal, and on someone's contact record it would turn their history into a to-do list. If you do want a note in both places, link it to both from the note itself.

You'll never see a conversation someone else had. If an email was with a different person, it stays on their record and doesn't appear on this one — even when the two are linked to the same deal. That applies to every kind of record you have, not just people, so two jobs that share a customer never show each other's history either.

You can stop two kinds of record sharing their history altogether under Settings → Objects → (your record) → Shared history — one tick per link, on by default.

If a record is linked to a very large number of others, the timeline gathers from as many as it sensibly can and marks the Related included button to say there were more — so a partial picture never looks like the whole one.