Manage Customer Notes, Advice, Documents, and Follow-ups

Customer profiles support three different kinds of context: Internal Notes, structured Advice & Follow-ups, and uploaded Documents. Choose the smallest, most appropriate record type.

Permission required

Owners have full access. Managers and staff need Customers access and the customer’s location access. Only authorized team members should open, upload, download or delete customer files.

Add an internal note

Open CRM → Customers, choose the customer, then open Internal Notes. Add a short staff-only note and save it. Keep it factual, necessary and suitable for colleagues who have customer access.

Create advice and a follow-up

Create a structured advice note

1. Open Advice & Follow-ups and select New Advice Note.
2. Add a Title, Note Type, and optional appointment or location link.
3. Complete Concern / Requirement, Observation, Recommendation / Advice and the Customer-facing Summary as applicable.
4. Add recommendation items when a structured service or product list is useful.
5. If follow-up is needed, set Follow-up Date, Follow-up Channel and Follow-up Priority.
6. Add a Private Staff Note only when necessary, then save the draft.
7. Review the note and select Finalize when it is ready to lock.

Finalized notes can be previewed or downloaded as PDF and, when the required contact channel is available, shared through WhatsApp or email. Use Create Revision to make a new draft from a locked note. Void preserves history while removing a mistaken record from active use; Archive is for older completed records.

Complete a task from Pending Follow-ups only after the follow-up has actually happened.

Upload a document

Open Documents, select Upload Document, and choose a supported PDF, image, Word, Excel, CSV or text file up to 10 MB. Set its Document Type and Visibility, then optionally link it to an advice note or appointment.

Important information

Shareable is a classification for sharing workflows. It does not publish the file. Customer documents remain stored privately and are served through authenticated dashboard routes.

Use Preview when the file type supports it, Download when an authorized local copy is needed, and Delete Document only after confirming the correct customer and retention requirement.

Warning

Advice Notes are for general service recommendations, care plans, progress notes and follow-ups. They are not a medical prescription system. Never upload secrets, full payment-card data or files unrelated to the customer relationship.

Related guides

• Use the Customer Profile and Timeline
• Manage Your Customer Directory
• Contact Yepsta Support

Last reviewed: 12 July 2026