Notes and call outcomes: what your team writes down, and how a call went
There are two things to write down about a contact. Notes are what your team wants to remember: what was discussed and what happens next. A call outcome is what the person on a call logs about it: how it went, the stage, a few fields, a note and when to call back.
Find it: Sidebar → Contacts → click a contact → Notes. The call outcome panel, "How did the call go?", opens by itself when you pick up a call.
Team notes and what the AI remembers
The Notes tab has two sections:
| Notes | What the AI remembers | |
|---|---|---|
| What it holds | What your team wants each other to know. | Facts, summaries and events your AI agents saved, plus entries you add. |
| Who reads it | Your team. The AI reads only the note from the latest call outcome. See What the AI reads. | Your AI agents, in their next conversations. |
| How you change it | Pin, edit or delete a note. | Add an entry, or delete one so the AI forgets it. |
Anyone who can open the contact can read both. Anyone who can edit contacts can write in both, Members included.
Write a note
- Open the contact and click Notes.
- Click Write a note… and type. The box grows as you write.
- Optional: switch on Pin to keep it at the top.
- Click Save note, or press Ctrl+Enter (Cmd+Enter on a Mac). You'll see: "Note saved", and your note at the top of the list.
You can also leave a note from the Edit Contact form, in Add a note. See Add, edit and delete contacts.
Work with notes
- Pinned notes come first, then the newest. Each shows who wrote it and when.
- An After a call badge marks a note logged with a call outcome.
- Hover over a note to see Pin (or Unpin), Edit and Delete. Delete asks "Delete this note?" first.
- Voxido writes some notes itself, such as a contact's rating from Feedback after the call. Their author shows as System.
What the AI remembers
Voxido adds entries after conversations. Each says what kind it is: Fact, Event, Conversation, or Note for one a person added.
- To add one: type in Add something the agent should remember… and click Add memory. For example, "Prefers calls after 6 pm".
- To remove one: hover over it and click the trash icon. The AI forgets it from its next conversation.
On Summary, the AI memory card shows the latest entries.
How did the call go?
When you pick up a call, a panel called How did the call go? opens on the right. It works for calls handed over to you (on your computer or your mobile) and for calls you make with Call from my line. You can fill it in while you talk, and keep using Voxido. It never blocks the page.
At the top you see the contact's name and a line about the call: "Handed over by Mira · on a call 02:31" (or "You called") while it's on, then "Call ended · 4m 12s · 11:42 AM" after it.
| Part | What to do |
|---|---|
| Outcome chips | Pick how the call went, such as "Interested". Click it again to unpick. |
| Stage | Move the contact on, if the call changed where they are. |
| Fields | The fields your team chose for everyone, such as Service or Budget. |
| Call back on | Pick a date and time to call back. See Call back on. |
| What happened on the call? | A short note. If you took notes during the call, they're already here. |
| More fields | Opens the contact's other fields. |
Then:
- Save outcome saves your changes to the contact, and logs the outcome and the note with the call. You see "Saved", then "Outcome saved", and the panel closes. You can save during the call, too.
- Skip logs that there's nothing to say. Voxido doesn't ask about that call again.
- X or Esc closes the panel and logs nothing. The call waits for you on a card.
- Minimise (during the call) tucks the panel into the call's card.
Only what you change is saved. A new stage shows in Activity like any other stage move. Your note lands on Notes with an After a call badge.
Choose the fields and outcomes for everyone
Who can use it: Managers, Admins and Owners
Pick what your team sees on every call, so everyone logs the same things.
- In the panel, click Choose fields for everyone (bottom left). You'll see: a list of your contact fields, and of outcome options.
- Tick up to 10 fields and up to 8 outcomes, then click Save. You'll see: "Fields saved for everyone". The panel says whether it applies to everyone in one workspace or in your whole account.
Fields you don't pick stay under More fields. You can set the same choices in Settings → Revenue & outcomes, under After every call. See Revenue and outcomes.
| Business | Fields worth choosing | Outcome options |
|---|---|---|
| Brightway (a service business) | Service, Appointment date, Budget | Booked, Interested, Call later, Not interested |
| Clinic | Doctor, Next visit | Appointment booked, Needs a call back, Not needed |
| Loan recovery | Amount due, Promise date | Promised to pay, Paid, Refused, Wrong number |
Calls waiting for an outcome
If you close the panel without logging, or answered on your mobile, a small card waits at the bottom right: "Your call with Priya Sharma ended · 4m 12s".
- Click Log outcome to open the panel again, fill it in and click Save outcome.
- Or click Skip on the card.
With several calls waiting, the card shows the newest and "+2 more". Log or skip one to see the next.
- Voxido checks about once a minute while Voxido is open in front, and when you come back to it.
- A call waits for up to 24 hours. Up to five calls wait at once.
- The card only shows while call handover is on and you take calls. It never shows while a call rings, and it makes no sound.
You need a Voxido login
The panel and the card live in the Voxido dashboard. A person with no login can take calls, but can't be asked how they went.
Call back on
Call back on is a field on every contact. It says when someone on your team should call the contact back. It is separate from the Call back a caller request that goes to the Team Inbox when nobody answers a handed-over call.
Set it:
- In "How did the call go?": pick a date and time.
- On a contact: Details → Contact Info → Call back on (it says "Not set" until you set one). Click it to open one dropdown: a quick pick, or a day and a time. Your pick saves at once, with no Save button. Clear removes it.
| Quick pick | Sets the time to |
|---|---|
| Later today | Two hours from now, on a quarter hour. Never later than 11:45 pm. |
| Tomorrow morning | Tomorrow at 9:00 am. |
| In 2 days | The same time of day, two days on. |
Times use your computer's clock and time zone. The contact shows the time with its time zone, such as "18 Oct 2026, 3:30 pm IST", in red once it has passed.
Find it later:
- Column: Call back on in the Contacts table (off to start with: click + between two column headers and tick it). Sort it to see the soonest first. A time that has passed shows in red.
- Filters: Advanced → Call back on → is not empty finds every planned call back. See Segments and filters.
- Export: a Call back on column, in UTC.
- Activity: "Priya Nair set Call back on to Fri, Oct 3, 9:00 AM" or "Priya Nair cleared Call back on".
What the AI reads
Before your AI agent talks to a contact, on a call or on WhatsApp, Voxido gives it a few lines from this page, when there's something to say:
- Call back on, when one is set.
- The last call with a person: the day, who took it, the outcome they chose, and the start of their note (up to 300 characters).
- An open request with the team: an open Team Inbox request for this contact, who has it and since when. The AI then doesn't ask everything again, and can tell the person it's with the team.
The AI reads only the note logged with the latest call outcome. Your other notes stay with your team, pinned or not. The AI also reads What the AI remembers.
Write the note for the next conversation
Your AI agent can use the latest call note when it next talks to the contact. Keep it to what was agreed and what happens next: "Booked deep clean for 14 Oct, 10 am. Send address on WhatsApp."
Common problems
The panel didn't open when I picked up. Check that call handover is on, that Takes calls is on for you in People, that your login is linked to you, and that the call has a contact. On a mobile, look for the card instead.
A message says the outcome is already logged. You logged or skipped that call already, maybe in another tab. Nothing more is needed.
Is this the same as Feedback after the call? No. Feedback after the call is the contact's own rating, collected on WhatsApp. The call outcome is what your team logs.