How can we help? How can we help?
  1. Box+Dice Help Centre
  2. Contacts
  3. Buyers

Manage note visibility for contact notes

MRI Box and Dice MRI Box and Dice

Summary

Learn how to enable Note Visibility in B+D CRM, choose who can see each new contact note, and understand who can edit visibility after a note is saved.

This article covers:

About note visibility for contacts

Note Visibility lets your team decide who can view a newly created contact note. When enabled, a visibility drop‑down appears with options like Visible to just me, Visible to my office, and Visible to everyone. 

Tip: Use 'Visible to my office' for sensitive buyer/seller details that should remain within your office but still be accessible to colleagues who need context.

Enable note visibility

Note: Admins can enable or disable this feature from the CRM settings.

To enable note visibility:

  • Go to: Settings > CRM
  • Select Note Visibility

  • Under Note Visibility Enabled, toggle Yes to enable (or No to disable)
  • The system will display a confirmation message and the option to revert

Create a contact note with visibility

When note visibility is enabled, each new contact note can be assigned a visibility at creation.

To create a contact note:

  • Go to: Contacts
  • Search for the contact and open the Contact profile
  • Below the Notes heading, Click the visibility drop-down menu to choose a visibility option:
    • Visible to just me - only the creator can view the note
    • Visible to my office - all users in your office can view the note
    • Visible to everyone - the note is visible across the agency
  • Configure additional options
  • Enter your note text

  • Click Add a note
Tip: If you’re unsure which option to pick, default to my office and escalate to everyone only for information that is broadly useful and non‑sensitive.
Edit note visibility after saving

Only Administrators can change a note's visibility after it has been created.

Note: Non‑admin users cannot change visibility after saving; they must request an administrator to adjust it if needed.

Access permissions and override visibility

In addition to Note Visibility, there is a specific access permission that allows certain users to view all contact notes regardless of the visibility setting applied.

By default, this permission is granted to:

  • Admin
  • Franchise Admin

This permission allows high‑level users to bypass Note Visibility restrictions when viewing contact notes.

To override note visibility:

  • Go to: Settings > General > Access  
  • Select Contacts > Contact Details > Timeline Entry
  • Select View All Contact Notes (overrides the Note Visibility system setting)
  • Add the required Roles or Groups
Important: Users with this permission can view all contact notes, including those marked as Visible to just me. 

Articles in this section