Notes

Add internal notes to applicants, properties and cases — always visible to your team, never visible to applicants.

Notes let you keep internal information right where it belongs — on the applicant, the property or the rental case. Notes are visible only to your team. Personal notes are available too, visible only to you.

What Locari does automatically: System notes (e.g. first impression, communication style) are created by Locari AI during applicant evaluation and are labelled with an "AI" badge in the UI. What you decide: Whether to edit, add to or delete the AI note — and which notes your team creates.

How to

Add a note

Notes can be created directly in the context of any entity:

Open an applicant, property, rental unit or contact — select the Notes tab.
Click + Add note, enter a title and content.
Optionally set a type (e.g. "Credit check") and priority — then Save.

Example: Applicant Miller family, Notes tab:

Title: "Phone call 12 May" · Content: "Move-in from 1 July, employer Bosch confirmed." · Type: General · Priority: Normal

Edit or delete a note

Click on the note in the list.
Edit — adjust the content, save.
Delete — a confirmation dialog appears; deletion is permanent.

Only the person who created a note can edit or delete it — this applies to administrators as well.

Team board in the Workspace

The board under Workspace → Notes shows all team notes that are not linked to a specific entity, displayed as movable cards.

Open Workspace → Notes.
Click + Add note, enter content.
Cards can be colour-coded and dragged freely on the canvas — positions are saved.

Personal notes

Personal notes are visible only to you across all accounts — no team member can see them.

Open your user settings → Notes.
Create a note as on the board.
Personal notes do not appear in the team Workspace.

Fields and Types

Note fields

Title — required, max. 255 characters
Content — free text
Type — one of the following values:
- General (default)
- Credit check
- Reference check
- Interview
- Internal
- Follow-up
- AI assessment (system-generated only)
Priority — Low / Normal / High / Urgent
Private — visible only to the creator
Created by — set automatically; AI notes show "Locari AI"
Created at / Updated at — maintained automatically

What the AI does: Notes of type "AI assessment" are created automatically when Locari evaluates an applicant — e.g. first impression or communication style. What you do: You can read, supplement or delete these notes. Your changes do not feed back automatically into the AI evaluation.

Entity types (where notes can be linked)

Rental case
Property
Tenant
Contact
Rental unit

Audit and History

Notes do not have a separate history tab. The Created at and Updated at timestamps are visible on each note; the author is stored permanently.

Retention: Notes are deleted when their parent entity is deleted (rental case, property, tenant, contact or rental unit). A directly deleted note is removed immediately and permanently.

Do not delete an entity while relevant notes are still attached to it — the content cannot be recovered.

Permissions and Multi-select

Visible to: all team members of the owner account (unless marked "Private" — then only to the creator).
Create: all members with the tasks.write permission.
Edit and delete: only the creator of the note — the action is permanent.
Personal notes: visible and manageable only by the owning user.
Multiple notes at once: bulk actions are not available; each note is managed individually.

To review notes across multiple applicants at once: Applicant List — bulk reject, filter by phase and status, sort by score.