📝Staff Notes
Leave internal, staff-only notes on customers, students, orders, shows and classes — who can read them, who can edit them, and where they appear in your reports and CSV exports.
Notes let your team leave short internal reminders on the records you already work in — "called about a refund, comped them," "wheelchair seating needed," "front row reserved for the director." They live on the patron, the order, or the event they're about, so the next person who opens that record sees them without having to ask anyone.
Patrons never see notes.
Notes appear only inside your Dashboard, in your reports, and in the CSV files you download. There is no patron-facing page, confirmation email, or ticket that shows a note.
Where You Can Leave a Note
Four kinds of records can be annotated. Each one has a Notes card on its page.
Customer (a patron who bought show tickets)
Dashboard → Customers → click the patron's name
Student (a patron who registered for a class)
Dashboard → Students → click the patron's name
Order
Dashboard → Orders → click View on the order
Show or class
Dashboard → Shows (or Classes) → open the event
Adding a Note
Open the customer, student, order, show, or class
Scroll to the Notes card — on an order it's labeled Order Notes
Click + Add Note
Type your note. Notes support basic formatting — bold, italic, lists, and links
Click Save Note
Your note is saved with your name and the date and time, and appears at the top of the card. Newest notes are always listed first.
Editing and Deleting Notes
Under every note is a line showing who wrote it and when. When you're allowed to change that note, Edit and Delete appear on the same line.
You can edit and delete your own notes.
Admins can edit and delete anyone's notes.
An edited note is marked (edited) next to its timestamp, so it's clear the text changed after it was written.
Deleting asks you to confirm first, and can't be undone.
Who Can See and Add Notes
Notes follow the record they're attached to. Anyone on your staff who can open a record can read its notes and add new ones.
Any staff member
Read every note on any record they can already open, and add new notes
Any staff member
Edit and delete the notes they wrote themselves
Admins
Edit and delete any note in the theatre
There is no separate permission setting for notes.
Note access is exactly record access — a producer who can't see your Students can't read or add student notes either. To control who sees which notes, control which records that person can open, using Custom Permissions.
Removing a staff member from your theatre does not delete the notes they wrote — your theatre's history stays intact. Their notes remain on the record, credited to Deleted user.
Finding Notes Around Your Dashboard
You don't have to open a record to find out whether it has notes.
A notebook icon in your lists. On the Customers, Students, Orders, Shows, and Classes screens, a small notebook icon appears next to any row that has notes. Click it for a read-only preview without leaving the list. A row with no icon has no notes.
A patron's page gathers everything about them. It shows their own notes plus the notes left on their orders, so a remark typed while working one transaction still surfaces the next time someone looks that person up.
An order page shows both sides. The Order Notes card holds notes about that transaction, and the patron panel alongside it has a Notes line linking to that patron's other notes — so you can check "is there anything I should know about this person?" without navigating away.
Notes in Reports and Exports
In reports
The transaction list behind your reports — View Line Items on any financial report — includes a Notes column. Because notes are free-form, the on-screen cell shows the opening of the text; click it to read the whole thing. The CSV download carries the full text.
On a transaction row, that column combines the notes on the order with the notes on the patron who placed it, answering one question: is there anything I should know about this row? For more on running and exporting reports, see Reports Overview.
In CSV exports
Four exports carry a notes column. It's always the last column before any custom checkout field columns, so it doesn't shift the position of anything you already rely on.
Export
What the notes column contains
Customers
That customer's own notes
Students
That student's own notes
Orders
The order's notes plus the purchaser's notes
Tickets / Registrations
The order's notes plus the purchaser's notes. These are order-level, so the same text repeats on every admission row belonging to that order
When a record has more than one note, they're joined into a single cell, newest first, separated by a vertical bar (|) — the same way the exports already combine multi-value columns like items and tags. Formatting is stripped, so the cell reads as plain text. Full export details are in Exporting Your Data.
Notes leave the Dashboard in exports.
They're invisible to patrons, but they do travel into spreadsheets that get emailed to accountants, board members, and guest staff. Write them as internal business records — useful and factual — and keep sensitive personal details out of them.
FAQs
Related Tasks
Control who on your staff sees what
Invite and manage staff
Export your data as CSV
Run and read financial reports
Resolve a common patron issue
Group and label events
Need Help?
If notes aren't behaving the way this guide describes, contact our support team from your Dashboard. We're here to help!
Last updated
Was this helpful?