Notes let you keep internal information right where it belongs — on the applicant, the property, the rental unit, the rental case or the contact. Each note is a coloured sticky note on a board that you can move around freely. Notes are visible only to your team — applicants never see them. Personal notes are available too, visible only to you.
What Locari does automatically: Some notes are created by Locari AI during applicant evaluation (e.g. first impression or communication style). These notes carry an "AI" badge and a robot icon instead of a profile picture. What you decide: Which notes your team creates — and whether to move, recolour or delete them.
Common Tasks
- Add a note
- Edit or delete a note
- Recolour and move a note
- Open the team board in the Workspace
- Manage personal notes
How to
Add a note
Notes are created directly in the context of an entity:
- Open an applicant, property, rental unit, rental case or contact — select the Notes tab.
- Click Add note. A new sticky note appears on the board.
- Click the note, enter a title and text — it saves automatically.
Example: Applicant Miller family, Notes tab:
Title: "Phone call 12 May" · Text: "Move-in from 1 July, employer Bosch confirmed."
Edit or delete a note
- Edit: Click on the note's text — adjust the title and content right on the note. It saves as soon as you click away.
- Delete: Hover over the note and click the × in the top-right corner. A confirmation dialog appears; deletion is permanent.
Only the person who created a note can edit or delete it. Notes created by Locari AI cannot be edited or deleted.
Recolour and move a note
- Change colour: Click the colour dot at the bottom of the note and pick one of eight colours — yellow, pink, blue, green, orange, purple, cyan or grey.
- Move: Drag the note to another spot. The position is saved.
- Resize: Drag the bottom-right corner.
Recolouring and moving works for every team member — even on notes someone else created.
Team board in the Workspace
The board under Workspace → Notes collects all team notes that are not tied to a specific entity.
- Open Workspace → Notes.
- Click Add note and write on the note.
- Notes can be colour-coded and arranged freely on the canvas — positions are kept.
Personal notes
Personal notes are visible only to you — no team member sees them, no matter which workspace you are in.
- Open your user settings → Notes.
- Create a note as on the team board.
- Personal notes do not appear in the team Workspace.
Where notes are possible
Notes can be attached to the following entities:
- Rental case
- Property
- Rental unit
- Applicant
- Contact
In addition there is the free team board in the Workspace and your personal notes.
Every note has a title and a text; both are required when saving. Who created the note and when is shown on it (profile picture or AI icon, and a timestamp).
💬 Also via WhatsApp: Just record a voice message for Locari — "Note on the Müller family: wants to move in on 1 July" — and the note is attached to the right applicant or case. → Locari via WhatsApp
Retention
Notes do not have a separate history tab. The timestamp on the note shows when it was created; the author is stored permanently.
A note you delete directly is removed immediately and permanently. When the parent entity is deleted (rental case, property, rental unit, applicant or contact), the notes attached to it disappear too.
Do not delete an entity while important notes are still attached to it — the content cannot be recovered afterwards.