> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gettap.co/llms.txt
> Use this file to discover all available pages before exploring further.

# Notes

> Written and voice notes on a lead, what reaches your CRM, and the tasks that come out of them.

A note is the context that doesn't fit in a form field — what they actually said, what they're worried about, what you promised. Every lead carries a **Notes** section listing all of them, newest first.

## The two kinds of note

<CardGroup cols={2}>
  <Card title="Written" icon="pen">
    Typed in the dashboard or the mobile app, or filled in by the lead themselves on the capture form. Editable.
  </Card>

  <Card title="Recorded" icon="microphone">
    A voice note recorded on the phone, then transcribed and summarised. Not editable.
  </Card>
</CardGroup>

Each note is labelled with where it came from — **Capture form**, **Dashboard**, **Mobile app**, or **Voice note** — and a note filled in by the lead is marked *Filled in by the lead*.

<Note>
  Recordings can't be edited. The audio is the record of what was said, and a transcript you can rewrite isn't a record of anything. If a transcription is wrong, add a written note correcting it.
</Note>

## Opening a note

The list shows one line per note. **View full note** opens it properly, with:

* **Summary** — what the note says, or for a recording, what the conversation was about.
* **Transcription** — the full transcript, for recordings.
* **Next steps** — the tasks attached to this note.

A note that's been changed is marked *edited*.

## Recordings that are still processing

A voice note goes through transcription before there's anything to read. While that's happening the note shows **Transcribing this recording…** and can't be edited or acted on.

If it fails, you'll see *"We couldn't process this voice note. Try recording it again."* The audio isn't lost — only the processing failed.

See [Transcription](/en/leads/transcription) for what this costs in minutes.

## Notes and your CRM

If **Sync Notes** is on for a CRM connection, notes go to that CRM alongside the lead. Each note tracks its own delivery, and shows one of:

| Badge | Meaning |
| - | - |
| **In CRM** | Delivered. |
| **Not in CRM yet** | Not delivered. Use **Sync to CRM** on the note. |
| **Waiting to sync** | A recording that hasn't been transcribed yet — there's nothing to send until there is. |

If no CRM is connected you'll see *"No CRM connected. Connect one in Integrations, then sync this note."*

Use **Resync to CRM** from the note menu to push a note that didn't make it the first time.

<Note>
  Each note now tracks its own delivery state. Syncing one note no longer marks the rest of the lead's notes as sent — previously it did, which is why some older notes stopped offering to sync.
</Note>

### Editing a note that's already in your CRM

Editing a synced note **corrects the existing record** in your CRM rather than filing a second copy. HubSpot, Salesforce, Zoho, and Pipedrive are all updated in place.

<Warning>
  This applies to notes filed from September 2026 onward. A note that reached your CRM before then has no link back to the record it created, so editing it changes the note in Tap only — it is never duplicated, but it is never corrected either. Fix those in the CRM directly.
</Warning>

<Note>
  **Sync Notes** gates the correction exactly as it gates the original. A CRM that your settings say may not carry note text doesn't get a copy, and doesn't get a correction.
</Note>

## Tasks on a note

Anything a note implies you should do can become a task on it. Press **Add task**, describe what needs to happen next, and optionally set a due date.

Tasks carry a status — **To do**, **In progress**, **Done**, **Canceled**, or **Snoozed** — and you can mark one done straight from the note. A due date that has passed is flagged.

<CardGroup cols={2}>
  <Card title="Add to calendar" icon="calendar">
    Puts the task in your calendar. Needs [Google Calendar](/en/integrations/google-calendar) connected.
  </Card>

  <Card title="Set reminder" icon="bell">
    Sends a push notification to the rep's phone when it's due.
  </Card>
</CardGroup>

Tasks created this way roll up into [Follow-ups](/en/leads/follow-ups) and [Action completion](/en/insights/action-completion), alongside the commitments extracted automatically from recorded meetings.

## Notes across the team

The **Notes** and **Note themes** widgets on [Team Insights](/en/insights/overview#notes) show what the whole team is writing — the month's volume, which notes need attention, and the themes running through them. It's the fastest way to spot a problem that several reps are hearing separately without anyone connecting them.

<Card title="Next: meetings" icon="arrow-right" href="/en/leads/meetings">
  Record a full conversation and get a summary, talk ratio, objections, and action items.
</Card>


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