Notes are internal, staff-only records you can attach to members, assets, resources, invoices, passes, and events. They are not visible to members. Each note is written in a rich text editor that supports formatting, links, images, and inline tagging. The most useful part of the system is tagging: when you tag another record inside a note, that same note automatically appears on the record you tagged, so a single note can stay visible everywhere it is relevant.
Where notes live
A notes card appears on the detail page of several major records in Deskie. You will find it on:
- Members (see Managing members)
- Assets (see Assets)
- Resources (see Resources overview)
- Invoices (see Invoices)
- Passes (see Passes)
- Events (see Events)
Depending on the record, the card is labeled Notes or Private Notes. Every note on the card shows the note body, the author's name, and the date it was created.
Writing a rich note
Select New on the notes card to open the note editor in a side sheet. The editor is a full rich text editor, not a plain text box. The toolbar gives you:
- Bold, italic, and underline text
- Heading 1 and Heading 2 styles
- Bulleted lists, numbered lists, and block quotes
- Text alignment (left, center, right)
- Links: select the link button and enter a URL. To remove a link, open the link prompt and clear the URL.
- Images: covered in the section below
A note must contain either text or an image. An empty note cannot be saved. Select Add Note to save, or Cancel to discard.
Adding images to a note
Use the image button in the editor toolbar to upload a picture directly into the note body. The image is stored with your workspace and embedded inline in the note so anyone viewing the note sees it in place. A couple of rules apply on upload:
- The file must be an image. Non-image files are rejected.
- The image must be less than 10 MB.
Once uploaded, the image appears in the note and is saved as part of the note's content. Notes can mix text, formatting, links, and images freely.
Tagging with @ and /
Tagging is how you connect a note to other records. There are two triggers, and the editor shows a hint at the bottom reminding you of both:
- Type @ to tag a member. A picker appears and searches your members by name and email. Each result shows the member's name with their business name or email underneath.
- Type / to tag an item: an asset, resource, pass, event, invoice, or ticket. The picker searches across those types at once and labels each result with its type.
As you type after the trigger character, the list narrows to matches. Use the arrow keys to move through results and Enter to select, or click a result. Press Escape to close the picker. When you pick a result, the editor inserts a tag chip into the note. The chip is highlighted and links straight to that record's detail page, so anyone reading the note can jump to the tagged member, asset, invoice, and so on.
The @ and / characters only decide which picker you see. The actual type of the record is stored on the chip itself, so a member tagged through the @ menu and an item tagged through the / menu both work the same way once inserted.
The item picker only surfaces records that make sense to tag: active assets and active resources, passes, recent events, recent invoices searched by invoice number, and tickets that are not closed. This keeps suggestions relevant rather than listing everything in your workspace.
How a note cross-surfaces onto tagged records
Every note has one home: the record you were on when you wrote it. For example, a note you create on a member's page has that member as its home. When you tag other records inside the note, Deskie records each tag and then surfaces the same note on every record you tagged.
A concrete example: while viewing a member, you write a note that says the member reported a problem with their desk, and you tag the desk asset using the / menu. That note now appears in two places:
- On the member (its home), shown as a normal note.
- On the asset you tagged, shown with a small Tagged from label that links back to the member it came from.
The Tagged from label is how you tell a note's origin apart from a note authored directly on the record you are viewing. It identifies the home record by name, for example the member's name, the asset or resource name, the invoice number, the pass name, or the event title, and links back to it.
You can tag more than one record in a single note. The note will appear on its home record and on each tagged record. Tagging the same record twice in one note does not duplicate it; each record is listed once.
Tags stay in sync with the note text
Tags are derived directly from the chips in the note body, and Deskie rebuilds them every time you save. This has a few practical consequences:
- If you edit a note and add a new tag, the note starts appearing on the newly tagged record.
- If you remove a tag chip from the note and save, the note stops appearing on that record. It always remains on its home record.
- If a tagged record no longer exists or does not belong to your workspace, that tag is simply dropped and the note will not surface there.
Cross-surfacing only changes where a note is shown. There is still only one note. Editing the note from any record it appears on edits the single underlying note everywhere, and deleting it removes it from its home and from every record it was tagged onto.
Editing and deleting notes
Hover over a note to reveal its edit and delete controls. Editing reopens the rich editor with the note's current content, including its formatting, images, and tag chips, so you can adjust the text or change which records are tagged. Deleting prompts for confirmation before removing the note.
Notes can only be edited or deleted by the staff member who authored them. If you try to edit or delete a note you did not write, the action is refused. This applies even when the note is surfaced on another record through a tag: a tagged-in note is fully visible and links back to its home, but only its original author can change or remove it.
Privacy and scope
Notes and their tags are internal and staff-only. They are not visible to members and follow the same privacy as the records they live on. All notes, tags, and tag suggestions are scoped to your current workspace, so you can only tag and see records that belong to it. For how workspaces isolate your data, see Workspaces and locations.