Recruiting, sales, partnerships—most work happens in conversations. The problem? Context lives in scattered places: email threads, loose docs, someone’s desktop, a forgotten Notion page. The result is déjà vu discovery every time a teammate re-engages a contact.
Rolodex Notes solves this by giving every contact a living timeline of what happened, who said what, and what to do next. You can write rich notes, attach files (decks, transcripts, proposals, PDFs), and see it all roll up in the contact’s Activity Feed—so anyone on your team can open the contact and immediately understand the history.
No digging. No “who owns this?” Slippery institutional memory becomes searchable team memory.
What belongs in a Rolodex Note?
Use Notes for any information you want your team to see when they land on a contact:
Meeting notes & decisions: Summaries, key takeaways, objections, follow-ups, next steps.
Decks & collateral: Attach pitch decks, one-pagers, pricing PDFs, case studies, NDAs.
Discovery & qualification: Goals, pain points, budget, timeline, stakeholders, blockers.
Personal context: Preferred channels, location, travel schedules, “met at X event,” interests.
Recruiting specifics: Role interests, salary bands, start-date windows, relocation constraints.
Support/escalations: Incident summaries, SLAs, action owners—so AMs and CSMs stay aligned.
Because Notes live on the contact, they’re available across workflows. Your sales team can read the recruiting team’s interaction history, your CS team can see what sales promised, and leadership gets the big picture without chasing updates.
Attachments: the “paper trail” without the paper
Instead of hunting through inboxes for “that latest version,” attach it directly to the contact. Rolodex supports common file types (PDF, PPTX, DOCX, images, etc.), so you can keep the source of truth where people actually look when engaging: the contact profile.
Great attachment examples:
Meeting recording transcript (from Zoom, Meet, Teams)
Mutual NDA, MSA redlines, SoW drafts
Sales proposal / investment memo / candidate CV
Product one-pagers, competitive tear-downs, ROI calculator exports
Event photos or scanned business cards
Each attachment inherits the note’s timestamp and author, and appears in the Activity Feed—making version histories and audit trails straightforward.
Activity Feed: instant team context
Every note and attachment automatically appears in the Activity Feed alongside emails, introductions, and other touchpoints. When a teammate opens a contact, they can skim the feed and instantly answer:
What’s the latest?
Who last spoke with them and what was decided?
Are there open follow-ups or blockers?
This isn’t just convenient—it’s operationally critical. The Activity Feed removes handoff friction, reduces duplicate outreach, and ensures your team never re-asks questions the contact already answered.
Automate notes with API keys (goodbye, manual copy-paste)
You can programmatically create notes on contacts using Rolodex API keys. This is perfect for pushing structured data directly into the timeline the moment it’s created—no human action required.
Popular automations:
Meeting transcripts → Contact Note After a Zoom/Meet/Teams call, send the transcript to Rolodex as a note. Include speaker labels, summary, action items, and a link to the recording.
Form fills → Discovery Notes When a prospect submits a demo form, post their answers (company size, tools, goals) as a contact note so the AE has context before first touch.
Support escalations → CSM Notes Push high-priority tickets and resolution details to the note stream so AM/CSM see risk signals and can proactively communicate.
Recruiting pipelines → Interview Debriefs After an interview, an ATS or HRIS webhook can attach candidate feedback and scorecards to the contact in Rolodex.
Turn conversations into compound advantage
Notes & Attachments make every contact in Rolodex a single source of truth—complete with history, files, decisions, and next steps. Add automation, and your team moves from “who remembers?” to “what’s next?”
Make context a team sport. The next time anyone looks up a contact, they’ll have everything they need to move the relationship forward.
👉 Start using Notes & Attachments today—and supercharge them with API-powered automation.