Host Notes allow event hosts to add private notes and file attachments directly to key records within PartnerHQ, including Organizations, Individuals, Tasks, Resources, and Internal Tasks.
Notes are visible only to event hosts and are commonly used to track internal context such as call logs, meeting summaries, reminders, follow-ups, or important documents tied to partners and project activity.
The Notes panel appears on the right side of each supported page, allowing your team to document information directly where the work happens.
Where You Can Add Notes
Host Notes can be added to several areas of your project to capture context tied to specific records:
- Organizations – notes about partner companies or sponsors
- Individuals – notes about specific contacts
- Tasks – notes related to deliverables or task progress
- Resources – notes about submitted materials or required assets
- Internal Tasks – notes for internal team coordination
This flexibility allows hosts to keep important information connected to the exact place it is needed.
Adding a Note
To add a Host Note:
- Navigate to the relevant organization, individual, task, or resource
- Locate the Notes panel on the right side of the page
- Click Add Note
- Enter your note content
- Optionally attach a file
- Click Add Note to save
Notes appear in reverse chronological order, with the newest notes displayed first.
Attaching Files
Files can be attached to any note to store documents or supporting materials alongside your internal notes.
Common attachment types include images, PDFs, Word documents, spreadsheets, and other file formats.
Display behavior depends on the file type:
- Images display with a thumbnail preview
- Other file types appear as downloadable links
When creating a note, you may add text only, an attachment only, or both together.
Deleting a Note
Only the host who created a note can delete it.
To remove a note:
- Locate the note
- Click the trash icon
- Confirm deletion
Notes created by other hosts cannot be deleted, and other hosts cannot delete your notes.
Privacy and Visibility
Host-Only Access
Host Notes are completely private to event hosts. Partners and other external users cannot see them.
Author Tracking
Each note automatically displays the host who created it, along with their avatar and a timestamp, making it easy to track who added information and when.
Project-Specific Records
Notes belong to the specific project where they were created and are not shared across projects.
Frequently Asked Questions
Can partners see my notes? No. Host Notes are private and visible only to event hosts.
Can I edit a note after creating it? Notes cannot currently be edited. If a change is needed, delete the note and create a new one.
Are notes copied when duplicating a project? No. Notes remain tied to the original project and are not included in project copies.
What file types can I attach? Any file type can be attached. Common examples include images, PDFs, Word documents, and spreadsheets.
Is there a file size limit? Attachments follow the same file size limits as other uploads in PartnerHQ.
Tips for Using Notes Effectively
For best results, add notes as soon as key interactions occur so details remain accurate. Logging calls, meetings, and follow-up items directly within the relevant record helps keep your team aligned and informed.
Host Notes are also useful for attaching contracts, agreements, or other documents to the appropriate organization or contact so important information stays easy to find later.