How to set permissions on notes
TL;DR: By default every note is visible to all team members with access to the client, project, or team member it belongs to. You can restrict a note so only selected people can see it — everyone else will not see the note at all.
Who can do this
Any user with access to the notes on a client, project, supplier, or team member profile
Company admins and owners always have full access to all notes, even restricted ones
Client admins (users with the Admin role on a specific client) have full access to all notes on that client
Client notes have an additional visibility setting that controls access by role. See How to control visibility of client notes.
How permissions work
Notes without permissions — visible and editable by everyone who has access to the parent client, project, or team member. No lock icon is shown.
Can edit — the person can read, edit, pin, delete the note, and manage its permissions
Can view — the person can read the note only. They cannot edit, pin, delete, or change permissions.
Not in the list — the person cannot see the note at all. It is hidden from their note list.
How to set permissions on an existing note
Open the notes on a client, project, supplier, or team member.
Click the three-dot menu on the note and select Permissions, or click the lock icon next to the note.
Search for and select the people who should have access.
For each person, choose their access level: Can view or Can edit.
Click Save.
Once permissions are saved, a lock icon appears on the note. Users with edit access see a green unlock icon. Users with view-only access see a red lock icon. Hover over the lock icon to see a tooltip listing each person and their access level.
How to set permissions before saving a new note
While writing a new note, click the lock icon in the note editor footer.
Your user is automatically added with Can edit.
Add other people and set their access levels.
Save the note — permissions are applied immediately. The note is never publicly visible.
How to remove all restrictions
Open the permission dialog on a restricted note.
Remove all people from the list.
Click Save.
The lock icon disappears and the note becomes visible to everyone again.
Good to know
You are automatically added with Can edit when you first open the permission dialog. If you remove yourself and add someone else, you will lose access to your own note. A company admin can restore your access.
Company admins and owners always have full access to all notes, regardless of permissions. Restricted notes cannot hide information from management.
Client admins (users with the Admin role on a specific client) also have full access to notes on that client.
Permissions work identically on client, project, supplier, and team member notes.
Troubleshooting
A note has disappeared from the list — The note may have been restricted and you are not in the permission list. Ask the note author or a company admin to check the permissions and add you.
The lock icon is red and clicking it does nothing — A red lock means you have view-only access. You cannot open the permission dialog or change permissions. Ask someone with edit access to update your level.
I can no longer see my own note — You may have removed yourself from the permission list. Ask a company admin to restore your access by opening the permission dialog and adding you back.
I cannot edit or delete a restricted note — Only users with Can edit access (or company/client admins) can edit, pin, or delete a restricted note. Contact the note owner or a company admin.