Keep what your team knows about a coin on the coin.
Write notes on coins, customers, invoices, memos, purchases, and other records. Mention a teammate to send them the note, reply in a thread, and search every note from one page.
Notes are for your team. Customers and consignors do not see them.
Notes on an 1882-CC Morgan dollar in CoinManagerPro. Tom Baker notes light hairlines and mentions Karen Lewis, who replies that the toning hides most of it. An older note says where the coin was bought. Next to it, a search of all notes for the word regrade finds the coin note and a note on the customer Richard Moore.
What notes do
Notes hold the things a field cannot: where a coin came from, what a grader said, what a customer asked for.
Notes on nine kinds of record
Coins, purchases, contractors, memos, consignments, auctions, platform sales, customers, and invoices each have a Notes section.
Mention a teammate
Type @ and select a name. The member gets a notification in CoinManagerPro and an email with the note and a link to the record.
Replies in threads
Reply to a note, and the reply stays under it. A reply to a reply joins the same thread.
Search every note
The Notes page searches the text of all notes, best match first, with the matched words marked. Use quotes for a phrase.
Links and lists
A note can hold links and bulleted or numbered lists.
Edit and delete
The author can edit a note. The author or an admin can delete it. When a deleted note has replies, the replies stay.
Same access as the record
A member sees the notes on a record only when they can open the record. The search leaves out notes they cannot open.
Each note shows who and when
Each note shows the author and the time, and marks a note that was edited.
How notes work
01
Open the record
Open a coin, customer, invoice, or other record. The Notes section is on the record page.
02
Write the note
Type the note. Type @ to mention a teammate. Click Add note, or press Ctrl+Enter.
03
Your teammate answers
The mentioned member gets an email with a link. They open the record and click Reply.
04
Find it later
Go to Notes and type a word, such as regrade. Filter by kind of record, such as Coin or Customer, and open the record from the result.
Questions about notes
Can my customers see the notes?
No. Notes show only to members of your workspace who can open the record. They do not go on invoices, listings, or the consignor portal.
Who gets an email when I mention someone?
Only the members you mention, and only once for each note. When you edit a note and add a mention, only the new member is told. You do not get an email for your own mention.
Can I search notes on one kind of record?
Yes. On the Notes page, select a kind of record, such as Coin or Customer. The search shows the first 100 matches.
What happens to my older coin notes?
Notes on coins and consignments from the earlier notes list are copied into the new notes the first time you open the record.
Related pages
Categories and custom fields
Group coins and add your own fields to every coin.
Team permissions
Choose what each member can see and change.
Memos
Track coins out on approval with a customer or dealer.
Purchases
Record each buy and the coins that came in on it.
Consignments
Track consigned coins and pay consignors.
Cost codes
Put your cost on labels in a code only your staff can read.
Put your team's notes in one place
In a demo, we show notes, mentions, and search on your own coins.
Questions? Email support@coinmanagerpro.com.