Notes & Activity Log

Using Notes

Notes are available on every major record type in Belvak PM - projects, clients, invoices, employees, seekers, proposals, maintenance contracts, payments, purchases, suppliers, and referrals. They provide a simple way to attach internal commentary and context directly to the records they relate to.

Adding a note

1. Open any record by clicking on it to open the view drawer.
2. Scroll down to the Notes section at the bottom of the drawer.
3. Enter a title, type your note content, and optionally choose a color to categorize it.
4. Click Add Note to save. The note appears immediately at the top of the notes list.

Each note captures the title, content, color label, the date it was added, and who added it. The author is displayed next to the timestamp - showing the user's full name if available, or their email username otherwise. Notes are displayed in reverse chronological order, so the most recent note is always at the top.

Editing and deleting notes

Notes follow an owner-only editing model: only the person who created a note can edit it. The edit button is only visible on your own notes. Deleting a note permanently removes it and is available to any user who has delete permission on the parent record. For example, deleting a note on a project requires the "Delete Projects" permission.

Who can see notes

Notes are visible to all users who have view access to the parent record. If a team member can open a project's detail drawer, they can see all notes attached to that project. Adding a note works the same way: any team member who can view a record can leave notes and mention teammates on it, even if their role is read-only and does not allow changing the record itself. Notes follow the same role access rules as the rest of the platform.

Common use cases

• Internal comments: Leave observations about a client relationship or project status that other team members should know about.
• Loop in a teammate: Mention a teammate in a note to notify them and pull them straight to the record.
• Status updates: Record progress milestones or blockers directly on the project record.
• Meeting notes: After a client call, attach a summary to the client or project record so the context is always one click away.
• Follow-up reminders: Note what needs to happen next on an invoice, proposal, or maintenance contract.
• Interview feedback: Attach candidate evaluation notes to seeker records during the recruitment process.
• Payment context: Record why a payment was partial, late, or disputed.

Mentioning teammates

When a note is meant for a specific teammate, mention them by name inside it. They get a notification that links straight back to the record, so the message reaches the right person instead of getting lost in a busy day.

Mentioning a teammate in a note

1. Start writing a note as usual, either a new note or by editing one of your own.
2. In the note body, type @ followed by the teammate's name. A list of your team appears and narrows as you type.
3. Pick the person you want. Their name is inserted into the note and highlighted so it stands out from the surrounding text.
4. Finish the note and save it. You can mention more than one teammate in the same note.

What happens when you mention someone

The moment you save the note, everyone you mentioned gets a notification in their notification center telling them you mentioned them and which record the note is on. Opening that notification takes them directly to the record's Notes section, so they land exactly where the conversation is, with no searching required.

Who you can mention

You can mention any teammate in your workspace. A teammate is only notified if their role lets them view the record the note is on - mentioning someone never exposes a record they would not otherwise be allowed to open. Mentions follow the same access rules as notes themselves.

Editing a mention

If you edit a note and add a new mention, only the newly added teammate is notified - anyone you had already mentioned is not notified a second time. Removing a mention does not recall a notification that has already been sent.

Seeing when you are mentioned

Every mention shows as a highlighted chip inside the note, so it is easy to see who a note is addressed to. When the mention is you, it is styled differently from the others, making it simple to spot at a glance the notes that are calling for your attention.

Activity Log

Every create, update, and delete action performed in Belvak PM is automatically recorded in the activity log. No manual effort is required - the system captures changes as they happen across all major business areas. The activity log is the full history of what changed; for the shorter list of updates that need your attention right now, use the notification center.

What gets logged

Each activity log entry captures the following information:

• User: The email address of the person who performed the action.
• Action type: Whether the record was created, updated, or deleted.
• Record type: The kind of record affected (e.g., clients, projects, invoices).
• Record name: A readable name for the record at the time of the action.
• Timestamp: The exact date and time the action occurred.
• Change details: The relevant details captured at the moment the action was logged.

File activity is covered too: uploads, renames, moves, and deletions in a project archive are logged alongside everything else, as are the SFTP connections created, rotated, or revoked for it.

Where to view the activity log

The primary activity log viewer is located on the Settings page. Open Settings from the sidebar to access the full log with all filtering and search capabilities. The log displays entries sorted by date with the most recent changes first. For a client-specific view, the Client Activity Tab shows a filtered timeline of all system events and manual interactions tied to a single client.

Filtering and searching

The activity log supports several filters to help you find specific events quickly:

• Record type: Show only changes to a specific area, such as invoices or projects.
• Action type: Filter by created, updated, or deleted actions.
• User: See all actions performed by a specific team member.
• Date range: Narrow results to a specific time window using from and to date filters.

You can combine multiple filters to drill down precisely - for example, show only invoice deletions by a specific user during the last month. The log is paginated, so even workspaces with many entries remain fast and responsive.

Covered areas

Activity logging is available across the main business areas in Belvak:

• Clients, Employees, Employee Payments
• Invoices, Payments, Proposals
• Projects, Maintenance Contracts, Maintenance Payments
• Purchases, Suppliers, Referrals
• Seekers, Users

Audit Trail and Compliance

The activity log is more than a convenience feature - it serves as a complete, tamper-resistant audit trail for your business operations. Every data change is recorded automatically, creating a verifiable history that supports compliance requirements and operational accountability.

How the audit trail works

When any record is created, updated, or deleted, the system captures the relevant record details at that point in time. This means you can review what changed and when by looking through the sequence of log entries.

Immutability

Activity log entries are append-only. Once a log entry is written, it cannot be edited, modified, or deleted by any user - regardless of their role or permissions. This is what makes the log trustworthy as an audit trail: the historical record is always intact and unaltered.

Retention

Activity logs are kept indefinitely. There is no automatic purging or expiration. Every action ever recorded in your workspace remains available for review, whether it happened yesterday or years ago. This ensures you always have access to the full history when you need it.

Use cases for the audit trail

• Compliance requirements: Demonstrate to auditors or regulators that you maintain a complete record of all data changes, including who made each change and when.
• Dispute resolution: When a client questions an invoice amount or a team member disputes a project change, review the log to see exactly what happened and who was responsible.
• Error investigation: If data looks wrong, trace the history of changes to identify when and how the error was introduced.
• Accountability: Know exactly who changed what and when, creating a culture of responsibility and transparency.
• Recovery context: If a record was deleted, the activity log preserves the main details captured at deletion time, which can aid in recreation.

Notes vs. activity log

Notes and the activity log serve complementary purposes. The activity log captures what changed - the factual record of data modifications. Notes capture why something changed - the human context, reasoning, and decisions behind the data. For a complete picture, use both: let the activity log track the facts automatically, and use notes to record the context that the log cannot capture on its own.