Why log communications
- Arrive to every call with full context—no more digging through inboxes.
- Record promises, issues, and follow-ups to keep service consistent.
- Give sales and finance the same view of what has been said.
- Resolve disputes faster with timestamped proof of notifications.
Find the timeline fast
- Customers → open a customer profile.
- Select the Reminders tab on the right-hand panel.
- Browse the chronological timeline of emails, SMS, portal messages, calls, and notes.
- Use the type filter or date range control above the list to narrow the results.
What Toolfy tracks automatically
- Emails: quotes, invoices, reminders, and portal invites with status (sent, opened, bounced).
- SMS: confirmations, payment links, and technician en-route updates.
- Portal activity: when a customer views or replies within the portal.
- Payments: receipts and failed payment alerts triggered by Stripe or Toolfy Pay.
- Document delivery: PDFs or attachments sent via email from the customer profile.
Add your own notes
Common manual entries
- Phone calls: log duration, summary, and follow-up owner.
- Site visits: capture who attended and any outcomes.
- General notes: store preferences, access codes, or reminders for next time.
- Escalations: flag complaints or issues so managers can follow up.
Log a call or meeting
- Inside the Reminders tab, click Add entry.
- Pick a type (call, meeting, note, task).
- Fill in the summary, outcome, and optional attachments.
- Assign a follow-up date if someone needs to respond.
- Save—the entry appears in the timeline with your initials and timestamp.
Work smarter with filters
- Use the “Needs follow-up” filter to surface calls or notes with outstanding tasks.
- Search by keyword (e.g. “gate code”) to find a specific message quickly.
- Export the communication log from the customer profile for audits or dispute resolution.
- Pin critical notes so they stay highlighted at the top of the customer sidebar.