Notes, Mentions, and Activity
Keep team updates and handoffs with each vehicle, contact, and transaction.
Activity keeps important updates with the record they belong to. You can find it on the General tab for vehicles, contacts, and transactions.
What Activity can show
Depending on the record, Activity can include:
- Notes from the team
- Team assignment changes
- Status changes
- Branch moves
- Who made the change
- The date and time of the change
For example, transaction Activity can show manager assignments, while contact and vehicle Activity can help the team follow notes and status changes.
Add a note
- Open a vehicle, contact, or transaction.
- Select General.
- Find the note box above Activity.
- Choose None, Create, Update, or Delete if a color label would help explain the note.
- Enter a note of up to 1,024 characters.
- Mention a teammate when you need their attention.
- Submit the note.
The note shows its author and time. Notes stay inside DealerSpot and do not appear on the storefront.
The color label is only a visual reminder. It does not create, update, or delete another record.
Mention a teammate
Type @ in the note box and select a teammate. They receive an in-app notification that opens the related record.
A helpful mention should explain:
- What needs attention
- What decision or information is missing
- What should happen next
- Any important date
Keep private customer details to the minimum needed for the task.
Find the update you need
Use the Activity filters to shorten the timeline:
| Filter | What it shows |
|---|---|
| All | Every available update on the record |
| Notes | Notes that have not been deleted |
| Assignments | Teammates added to or removed from supported records |
| Status | Changes from one record status to another |
Filtering only changes what you see. It does not remove any Activity.
Delete a note
Open the note menu and select Delete. The note is removed from Activity.
Notes cannot currently be edited or restored. If you need to correct a note, add the corrected information before deleting the old one when appropriate.
Check before deleting a teammate's note
A teammate who can open the record may also be able to delete its notes. Confirm that the note is no longer needed before removing shared information.
Use regular fields for key facts
Use notes for conversations, decisions, and handoffs. Keep prices, dates, contact details, vehicle specifications, financing terms, and other reusable facts in their regular fields so DealerSpot can use them in filters, documents, and reports.
Helpful note examples
Lead follow-up
Write down the customer's question, the agreed next step, and who will follow up. Add vehicle interests to the contact instead of copying a long vehicle list into the note.
Vehicle preparation
Use an expense for a cost. Use a note for the related vendor conversation, decision, or team handoff.
Deal review
Write the unresolved question on the transaction and mention the teammate who can answer it. Keep final amounts in Transaction Details.
Status handoff
Activity already shows the status change. Add a note only when the team also needs the reason or next step.
Current note features
- Notes are available on vehicles, contacts, and transactions, not posts.
- Notes do not support attachments. Use the record's Documents tab.
- There is no separate Notes inbox or search across every record.
- Notes cannot be edited.
- Deleted notes do not move to a recovery area.