Secure Notes (Encrypted Access & Property Details)
Two fields on every customer record hold sensitive site information — and HandyBook keeps them encrypted at rest:
- Access Notes — gate codes, alarm codes, lockbox combos, where the key is hidden, the dog's name
- Property Details — property type, size, layout, special considerations
Because these often contain codes that could let someone into a customer's home, they're stored separately from the main customer row and encrypted with AES-256. They're decrypted only for you (and your team) when you open the record.
Where to enter them
On the New Customer form, in the Property & Notes section, fill in Property Details and Access Notes. To change them later, open the customer → Edit → update the fields → Save Changes.
Where they appear
On the customer's Overview tab under Property & Access. If no Access Notes are saved you simply won't see that block.
What "encrypted at rest" means for you
- The values are written to an encrypted side-store, not the plain customer record
- They're decrypted on the fly when an authorized teammate views the customer
- Routine exports and backups of your customer list omit these fields, so codes don't leak into spreadsheets or files
You don't have to do anything special — it's automatic. Just treat Access Notes as the right home for anything you wouldn't want sitting in a plain export.
Best practices
- Put gate/alarm/lockbox codes in Access Notes, not the general Notes field
- Keep them current — update when a customer changes a code
- Remove codes you no longer need
FAQ
Can the customer see these? No. Access Notes and Property Details are internal and never shown to customers.
Are they included in a CSV import? No — those fields aren't import columns. Add them per customer after importing.
Who on my team can read them? Anyone with access to the customer record. They decrypt automatically when the record loads.