A form submission tells you what someone sent. A note tells you what happened next, who followed up, what was agreed, what is still pending.
Form Vibes Pro’s Notes feature lets you attach internal annotations to any form submission entry. Every note stays with the record, is visible to your whole team, and ensures that the full context of an enquiry is always one click away, no separate spreadsheet, no email thread to dig through, no memory required.
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What Are Submission Notes in Form Vibes Pro?
Submission Notes are internal annotations you attach to individual form entries inside Form Vibes. They are visible only to WordPress users who have access to Form Vibes, they are never sent to the person who submitted the form.
Multiple team members can add separate notes to the same entry. Each note carries a timestamp so you can see the order in which actions were taken. When at least one note has been added to an entry, a dot indicator appears on that entry’s row in the submissions table visible without expanding the entry, so you can spot annotated submissions at a glance.
Submission Notes are a Form Vibes Pro feature. They are not available in the free version.
Enabling the Notes Module
Before any note controls appear in the submissions table, the Notes module must be enabled.
Go to Form Vibes > Settings in your WordPress admin. Find the Notes module toggle and switch it on. Click Save Settings.
Once saved, the Add Note icon appears on every entry row in the submissions table. If you navigate to Form Vibes > Submissions before enabling the module, the Add Note icon will not be visible.
Adding a Note to a Form Submission
Go to Form Vibes > Submissions and locate the submission you want to annotate. Each entry row has an Add Note icon on the right side.
Click the Add Note icon. A popup window appears with a text input field. Type your note and click Add Note to save it.
As soon as the note is saved, a dot indicator appears on the entry row in the submissions table. This dot is visible without expanding the entry and signals to any team member reviewing the list that this submission has notes attached.
You can also add multiple notes to a single submission, which is especially useful when different team members need to leave updates over time. Instead of keeping communication scattered, all notes stay attached to the same entry, creating a clear history of discussions, actions taken, and important context related to that submission.
Viewing Notes on a Submission
To view notes attached to a submission, expand the entry row by clicking on it. Inside the expanded view, click the Notes option. All notes for that entry appear, each with its own timestamp.
When multiple team members add notes to the same entry, each note appears separately in chronological order. This makes it straightforward to follow the history of an enquiry — who contacted the lead first, what was discussed, and what the current status is — without checking any external tool.
Deleting Notes from a Submission
To delete a note, expand the submission entry and open the Notes section. Each note has a Delete Note option next to it. Click it and the note is removed immediately.
Deletion removes only the selected note. Other notes on the same entry are not affected. If an entry has three notes and you delete the middle one, the remaining two stay intact.
Who Can Add, View, and Delete Notes?
By default, anyone with access to Form Vibes can add, view, and delete notes. Form Vibes Pro’s Role Manager gives you granular control over all three permissions independently per WordPress user role.
Three separate note permissions are available under Form Vibes > Settings > Role Manager:
View Notes controls whether a user role can see the Notes section when expanding a submission entry.
Add Notes controls whether a user role can create new notes on submissions.
Delete Notes controls whether a user role can remove notes from submissions.
These permissions apply independently. A practical team setup: Editors can View and Add notes so they can annotate leads during review, but Delete Notes is restricted to Administrators only so no notes are accidentally removed during a session.
For a full walkthrough of all Role Manager permissions and how to configure access for different team members, see the guide on managing user roles and permissions in Form Vibes Pro.
Frequently Asked Questions
Are Submission Notes available in the free version of Form Vibes?
No. Submission Notes are a Form Vibes Pro feature. The free version of Form Vibes captures and stores form submissions, provides date range filtering, CSV export, analytics, and an Event Log, but adding internal notes to individual submissions requires Form Vibes Pro.
Can multiple team members add notes to the same submission?
Yes. Any team member with Form Vibes access and the Add Notes permission can add a note to any submission. Each note appears separately in the Notes section with its own timestamp, so the full annotation history of an entry is visible in chronological order. This makes it straightforward to track every action taken on a lead across the whole team.
Are notes visible to the person who submitted the form?
No. Notes are internal annotations visible only to WordPress users with Form Vibes access. They are never sent to the person who submitted the form and do not appear anywhere on the frontend of your site. Notes are for your team only.
Can I search or filter submissions by their notes?
No. The Form Vibes submissions table does not currently support filtering by note content. You can identify submissions that have notes attached by looking for the dot indicator on their entry row in the submissions table. Expanding any entry and clicking the Notes option shows all notes for that submission.
Who can delete notes in Form Vibes Pro?
By default, any user with Form Vibes access can delete notes. Form Vibes Pro’s Role Manager lets you restrict the Delete Notes permission to specific user roles only. Separating View Notes, Add Notes, and Delete Notes permissions allows you to prevent team members from accidentally removing notes while still allowing them to add and view annotations.
Conclusion
Submission Notes turn individual form entries into collaborative records. Every follow-up action, pending task, and team decision stays attached to the submission it belongs to timestamped, visible to the team, and controlled by Role Manager permissions so the right people have the right access.
Notes work best alongside Submission Status, use Status to track where an entry is in the review queue, and Notes to record what has been done and what is next. See the guide on how to mark form submission status in Form Vibes Pro for a full walkthrough of that feature.
