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Client file: visit notes

How to write a specialist's note for each client visit, where to read these notes, and who on the team can see them.

Updated

On this pageTurning it onAdding a note to a visitWhere to read the notesWho can see the notesEditing or deleting a noteFAQ
The “Client file” holds a specialist's notes about each individual visit: how the client was doing, what was done, what you recommended. Next time you or a colleague open the history and see at once what happened last time.
Unlike the “Notes” field in the client card, a client-file entry belongs to a specific visit and has an author.

Turning it on

  1. Open “Settings” → “Booking”.
  2. In the “Add-ons” block, turn on “Client file”.
  3. Click “Save”.
Only the owner can turn it on, and it applies to the whole team.

Adding a note to a visit

You write the note when you complete the visit:
  1. Open the booking in the calendar. The “Complete visit” button appears once the booking time has started.
  2. Fill in “Visit note (client file)”.
  3. Click “Complete visit” and confirm “Mark this visit as completed?”.
The field is optional: leave it empty and the visit is simply completed without a note. More on completing visits in Completing a visit and no-shows.
The “Visit note (client file)” field above the “Complete visit” button
A team member can complete their own visit and write a note in their “My calendar” — no separate permission is needed. If the visit was already completed without a note, the specialist who ran it can add one later: open the completed booking in “My calendar”, fill in “Visit note (client file)” and click “Save note”.

Where to read the notes

The owner sees every note in the client card: “Clients” → client → “Client file” block. Each note shows the visit date, the service and the author.
The “Client file” block in the client card
A team member sees the note in “My calendar” when they open a completed booking, in the “Visit note (client file)” block.

Who can see the notes

  • The owner — always, for every client.
  • The specialist who ran the visit — notes on their own bookings.
  • Other specialists — only with the “See the client file on other specialists' bookings” permission.
Set the permission in “Team” → team member → “Dashboard access”. To open colleagues' bookings at all, the team member also needs “See other team calendars”. More in Staff permissions.
Clients never see client-file notes.

Editing or deleting a note

The owner can edit any note after the visit is completed:
  1. “Clients” → open the client.
  2. In the “Client file” block, edit the note.
  3. Click “Save”. You'll see “Note saved.”
To delete a note, clear all its text and click “Save”.
A specialist can edit or delete their own note on their own visit in “My calendar”: open the completed booking, change or clear the text and click “Save note”. A specialist cannot change notes written by someone else.

FAQ

Why is there no note field? Check that “Client file” is on in “Settings” → “Booking”. The field appears only together with the “Complete visit” button — that is, on a confirmed booking whose time has already started.
Can I add a note to a visit that was completed without one? Yes. The specialist who ran the visit opens the completed booking in “My calendar”, writes the note and clicks “Save note”.
A team member cannot see colleagues' notes. Give them both “See the client file on other specialists' bookings” and “See other team calendars”.
How long can a note be? Up to 10,000 characters.
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