Support

This page explains how FilmNotes actually works, end to end. If something here doesn’t match what you’re seeing, or you’ve got a question this doesn’t answer, email support@filmnotes.app and we’ll help directly.

Getting started

FilmNotes is installed and accessed through your HighLevel account. Connect once from the login page, and you’ll land on your Galleries dashboard. From there: create a gallery, upload video into it, and send a review link once it’s ready. No separate FilmNotes account or password to manage — your HighLevel login is what gets you in.

Galleries & videos

A gallery is a collection of videos for one project — typically one client or one event. Upload video directly into a gallery, and each video moves through three stages: uploading, while it transfers; processing, while it’s encoded for streaming (you’ll see an animated placeholder on the thumbnail during this stage); and ready, once it’s playable and shareable. Processing time depends on the length and resolution of the file — most videos are ready within a few minutes.

You can archive a gallery or video you’re done actively working on without deleting it, or delete it outright to free up storage. Deleting is immediate and removes the underlying video file — it can’t be undone, so make sure anything you need is downloaded first.

Sharing review links

Share a video or an entire gallery by searching for a contact from your HighLevel account and sending them a link, by SMS, email, or both. Each recipient gets their own unique link, and you control what it allows:

• Allow comments — whether they can leave timestamped feedback
• Allow downloads — whether they can download the source file
• Expiration — never, or automatically after 7, 30, or 90 days

Sending to the same contact again reuses their existing link instead of creating a new one — so resending just refreshes the settings and expiration on the link they already have, rather than piling up duplicates.

From a gallery’s Manage links panel, you can see every link that’s been sent, copy any of them, adjust permissions or expiration after the fact, revoke a link (instantly disables it, but keeps the record — useful if you want to turn it back on later), or delete it outright.

Client review & approvals

Anyone with a review link can watch the video and leave comments pinned to an exact timestamp — no account required on their end. You can reply to a comment, mark it resolved once it’s addressed, or remove it if needed. Clients can also mark a cut as approved or request changes, which updates the video’s status for your whole team to see.

Team roles & permissions

Invite teammates from Settings → Team & Permissions, and give each one a role:

• Admin — full access, including billing, settings, and managing everyone else’s role
• Contributor — can upload, manage galleries and videos, send share links, and manage client comments
• Uploader — can upload video, but can’t manage shares or comments
• Viewer — can view galleries and videos, but can’t upload, share, or manage anything
• None — no access at all, anywhere in the account. Use this to fully suspend a former team member without removing them.

There’s always at least one Admin on an account — you can’t demote the last one, so you’re never at risk of locking everyone out.

Notifications

Get notified when a client comments or acts on an approval, two ways, independently of each other — use either, both, or neither:

• Point FilmNotes at a HighLevel workflow with an Inbound Webhook trigger, to run your own automation off client activity
• Or set a plain notification email address in Settings, and we’ll email you directly on the same events — no workflow required

Client comments are batched into one notification per review session rather than firing one per comment, so a burst of feedback doesn’t flood your inbox or your workflow.

Storage & billing

Plans are differentiated primarily by included storage — the current tiers and pricing are always up to date on our pricing page. Storage is based on what’s currently in your galleries: deleting a video frees up space right away.

Going over your plan’s included storage doesn’t cut you off or block uploads — the excess is billed automatically each month alongside your subscription. Storage limits assume ordinary use; see our Terms of Service for the full billing details.

Using FilmNotes inside HighLevel

FilmNotes can also run as an embedded view directly inside your HighLevel account, instead of opening the standalone dashboard in a separate tab. It signs you in automatically using your existing HighLevel session — nothing extra to connect.