How Appointment Notes Sync Across Contacts, Opportunities, and Conversations

Sparkforge appointment notes capture internal context once and surface it everywhere the contact lives — on the Contact record, the Opportunity drawer, and the Conversation. Edit or delete from any surface and the change propagates everywhere.

Three kinds of content show in the Notes area

• User-added internal notes — propagate to Contact, Opportunity, and Conversation. Created by users, workflows, or API.
• Booker Additional Information — captured from the booking form. Visible only on the Appointment Modal.
• Google/Outlook event descriptions — synced in if two-way sync is enabled. Visible only on the Appointment Modal.

Internal notes never sync out to external calendars.

Where notes appear

How notes flow across modules

Contacts

Open Contacts, select the person, and check the right-side Notes panel and the Appointments card to view or edit the internal note.

Conversations

Open Conversations, select a conversation, and use the right-side Notes panel to view or edit the appointment note tied to that contact.

Opportunities

Open Opportunities, click the relevant opportunity, and choose Notes in the drawer to view or edit the appointment note linked to that opportunity's contact.

Notes sync in real time, so every module shows the same content, author, and timestamp without a manual refresh.

Add a note from Calendar View

1. Go to Calendars > Calendar View.
2. Click the appointment to open it.
3. Open the Notes tab.
4. Click Add Internal Note, type the note, and Save.

Add a note from Appointment List View

1. Go to Calendars > Appointment List View.
2. Find the appointment, click the ⋮ menu, and select Edit.
3. In Edit Details > Internal Note(s), click Add Internal Note, type, and Save.

Editor capabilities

Notes support bold, italics, underline, lists, and links. The editor handles up to 65,000 characters per note. Status can be updated from the same panel so context and meeting lifecycle stay in sync.

Filter, sort, and search notes

• Filter by source: click the filter icon and pick User, API, and/or Workflow. Multiple selections are allowed.
• Sort: click the sort icon to sort by Date created (ascending or descending).
• Search: use the search field in Internal Note(s) to find keywords across notes for the appointment.
• Status: switch tabs (Upcoming, Cancelled, All) in Appointment List View, or use the Status field in Edit Details. Notes stay accessible regardless of status.

Edit or delete a note

Open the appointment, scroll to Internal Note(s), and click the ⋮ menu on the note card to Edit or Delete. Deleting removes the note from the Contact, Opportunity, and Conversation. Deleted notes can be restored within 30 days.