Managing Notes, Tasks & Flags

Create a Note, Task or Flag for Customers, Club Memberships and Orders

Notes, Tasks, and Flags are essential tools that allow you to record important information about Customers or Club Members, as well as assign tasks to your team members.

In this article

Adding Notes, Tasks & Flags to:

• Customer Records
• Orders
• Club Memberships
• Exporting Notes & Tasks

Customers: Adding Notes, Tasks and Flags

1. Go to CRM > Customers and choose a Customer.
2. Use the drop down menu to select the Type: Note, Task or Flag.
   
   1. "Note" Type: Add the Note message you'd like to appear. Notes are usually tidbits about the Customer that do not change often (i.e., husband's name, favorite varietal, etc.). This information is tied to the Customer Record to ensure that anyone interacting with the Customer is aware of these details.
      
   2. Click the Save button.
   3. "Flag" Type: Flags are a more urgent than Notes and are generally more temporary. They appear as colored banners whenever you are viewing this Customer (Admin, POS, Memberships and Reservations). 
   4. Add the Note and click the Save button.
      
   5. "Task" Type:  Tasks have a text field, due date and drop down to assign the task to a staff member (if you do not define a staff member, then it will automatically be assigned to you). Tasks are useful for time-sensitive issues that apply to this specific Customer. 
      
      1. Two emails will be sent to the person who is assigned the task: One when the task is created and one on the day that it's due.
   6. When complete, click the checkbox beside the task. 
      

Where to Customer Record Notes, Tasks and Flags appear?

Customer Record Notes, Tasks & Flags will be appear under the Customer Record in two places:

• The first place they display is in the right column of the Customer Record. (Note: They will also appear in the right column of individual Orders and Club Memberships).
• The other place they display is under the Notes/Tasks tab in the Customer Record
  

Flags for Customer Records are also visible in the following areas:

Orders: Adding Notes, Tasks and Flags

1. Go to Store > Orders and select the Order.
2. Use the drop down menu to select the Type: Note, Task or Flag.

1. 1. "Note" Type: Add the Note message you'd like to appear. 
      
   2. Click the Save button.
   3. "Flag" Type: Flags are a more urgent than notes. They appear as colored banners whenever you are viewing this Order. 
   4. Add the Flag text you'd like to appear and click the Save button.
      
   5. "Task" Type:  Tasks have a text field, due date and drop down to assign the Task to a staff member (if you do not define a staff member, then it will automatically be assigned to you). Tasks are useful for time-sensitive issues that apply to this specific Order. 
      
      1. Two emails will be sent to the person who is assigned the task: One when the task is created and one on the day that it's due.
   6. When complete, click the checkbox beside the Task. 
      

Where to Order Notes, Tasks and Flags appear?

All Order Notes, Tasks and Flags will appear at the top of the right column.

The Flags themselves will appear at the top of the Order page.

Orders with a Flag will be marked with a red 'alert' symbol in the Order search. 

Club Memberships: Adding Notes, Tasks and Flags

1. Go to Club > Memberships and select the Member.
2. Use the drop down menu to select the Type: Note, Task or Flag.
   1. "Note" Type: Add the Note message you'd like to appear. 
   2. Click the Save button.
      
   3. "Flag" Type: Flags are a more urgent than notes. They appear as colored banners whenever you are viewing this Membership. Add the Flag message you want to appear.
   4. Enter the Flag text and click the Save button.
      
   5. "Task" Type:  Tasks have a text field, due date and drop down to assign the task to a staff member (if you do not define a staff member, then it will automatically be assigned to you). Tasks are useful for time-sensitive issues that apply to this specific Membership.
      
      1. Two emails will be sent to the person who is assigned the task: One when the task is created and one on the day that it's due.
   6. When complete, click the checkbox beside the task.
      

Where to Club Membership Notes, Tasks and Flags appear?

All Club Membership Notes, Tasks and Flags will appear at the top of the right column.

The Flags themselves will appear at the top of the Membership page.

Memberships with a Flag will also be marked with a red 'alert' symbol (beside the Club name) in the Membership search. 

Exporting Notes & Tasks

1. Go to the Dashboard > CRM .
   
2. Click on the Notes & Tasks link.
3. Filter for the results you'd like.
4. In the Actions dropdown, choose Export Notes & Tasks. This will export the data to a CSV file.