How to control visibility of client notes
TL;DR: When adding or editing a note on a client profile, you can choose who sees it — everyone, admins and owners only, or specific members. Notes with restricted visibility are completely hidden from members who do not have access.
Who can do this
Any Uku user with Admin or Client Admin permission for the client can add or edit notes and set their visibility
Member users can view notes that are visible to everyone, but cannot see restricted notes
For per-person view and edit control on any note type (clients, projects, suppliers, team members), see How to set permissions on notes.
How to set note visibility
Open the client profile and navigate to the Overview tab.
Click Add note or open an existing note to edit it.
In the note editor, find the Visibility selector.
Choose one of three options:
Everyone — all workspace members assigned to this client can see the note.
Admins and owners only — only users with Admin or Owner role can see the note. Regular members cannot.
Specific members — you select individual team members who can see the note. Only those selected members will have access.
Save the note.
How restricted notes appear: Notes with restricted visibility show a lock icon in the client notes list for users who have access. Members without access cannot see the note or the lock icon — the note is completely hidden from them.
What happens to existing notes
Existing notes default to Everyone visibility. No notes are hidden unless you explicitly change their visibility. You can update the visibility of any existing note at any time by editing it.
When to use restricted notes
Sensitive financial information — notes about a client's financial difficulties, payment history, or special pricing agreements that only senior staff should see.
Internal decisions — notes about account management decisions or escalation history that should stay within the management team.
Complaints or disputes — notes about ongoing client complaints that should only be visible to the people handling them.
New team member onboarding — temporarily restrict sensitive notes while a new member gets up to speed with the account.
Use filters to quickly find specific notes on a client. To start notes from a consistent structure, see How to create and use note templates.
Troubleshooting
I cannot see a note I could see before. The note's visibility may have been changed by an Admin. Contact your account administrator to request access if the note is relevant to your work.
The visibility selector is not appearing when I add a note. You may not have Admin permission for this client. Only Client Admins and company Admins can set note visibility. Check your permission level with your account administrator.
I selected Specific members but the note is still visible to someone I did not select. Company Owners and Admins always have access to all notes regardless of visibility settings, as they have full access to all client information.