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Tags and notes

Keep private notes on a couple's Activity rail, and use tags on leads to drive automations.

Updated September 2, 2026

Notes are for you. Tags are for automations. Neither is ever shown to the couple.

Private notes

Every lead and client has an Activity rail on the right of its record. Notes you add there are the running log of the relationship: calls, decisions, reminders.

Add a note on a lead

  1. Click Private note… at the top of the rail.
  2. Add a title in the "(optional title)" field if you want one.
  3. Write the note.
  4. Press ⌘↵ (Ctrl+↵ on other keyboards) or click Add note. Esc or Cancel discards it.

The note appears at the top of the Activity feed and is copied into Couple Notes on the Profile tab, so both places show the same thing.

Add a note on a client

On a client record the rail shows Add a note with the placeholder "Log a call, a decision, a reminder…". Write and submit.

What else is in the feed

The feed also records system events (for example "Client opened booking link" or "Discovery call booked"), texts, phone calls and notifications about this couple that were addressed to you. Emails to the couple are on the Messages tab instead.

Ask Hailo can draft a note for you. It shows the note first and saves it only when you confirm. See Ask Hailo.

Tags

Tags are labels on a lead that automations can read and write.

  • Add tag in an automation puts a tag on the lead when that step runs.
  • Has tag? in an automation branches on whether the lead carries a tag.

Use them to mark a path a couple has been down ("sent pricing", "asked for a call") so a later automation can skip or repeat a step. See Build an automation and Conditions and stop on reply.

Note

Tags exist only on leads. Once a lead becomes a client, its tags stop mattering: automations that run on clients cannot add or check tags. Plan tag-based automations for the pre-booking part of the pipeline.

Troubleshooting

My note is not on the Profile tab. Notes added from the rail are mirrored to Couple Notes. Reload the record; if it is still missing, the note did not save. Add it again.

Has tag? never matches on a booked couple. The automation is running against the client, not the lead. Move the tag check to a lead-stage trigger.

  • The lead recordEverything on a lead's page, from the header card and countersign banner to the six tabs and the Activity rail.
  • The client recordThe page for a client you added directly, with its tabs, automation controls and Activity rail, and why a converted lead looks different.
  • The Profile tabReview what the couple told you when they inquired, move them along the pipeline by hand, and keep your Couple Notes.
  • Build an automationUse the visual editor to wire a trigger to actions, waits and branches, configure every block, and set the automation Live.
  • Conditions and stop on replyEvery If / Else condition and its negative, what record each one needs, the Has tag? block, the stages a Status changed trigger can fire on, and how Stop if they reply works.
  • Ask HailoAsk questions about your own leads, clients, invoices and calendar in plain language from the dashboard, keep threads, and approve anything Hailo offers to do.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
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