Client notes

Notes in Arketa bring all your client documentation into one place. Every note type — client, session, and check-in — lives in a single rich-text system that follows your workflow, saves automatically, and stays connected to the right client record.

Where notes appear

Notes are accessible from six places across Arketa — wherever documentation naturally fits:

• Client Profile → Notes — the main home for all client notes
• Client Side Panel — quick access while browsing your client list
• Appointment / Session Details — notes tied to a specific session
• Front Desk Check-In — check-in alerts and notes at the moment of check-in
• Settings → Client Note Templates — where you build and manage templates
• Client account → Notes — on your client site and branded app, where clients see notes you've shared with them

Writing notes

Rich content editor

Type / anywhere in a note to open the content menu. Insert tables, checklists, SOAP note format, body charts, headings, images, and more. You can mix and match within a single note.

Auto-save and floating windows

Notes save automatically as you type — there's no save button. Notes also stay open as a floating window while you navigate the rest of the dashboard, so you can check a schedule, process a payment, or look up another client without losing your place. You can keep multiple notes open at once.

File attachments

Attach files and links directly to any note — intake forms, waivers, reference documents, or anything relevant to a session or client interaction.

SOAP notes

SOAP (Subjective, Objective, Assessment, Plan) is a standard clinical documentation format built in as a template option available to everyone. It's most useful for massage therapists, physical therapists, acupuncturists, and pilates therapy studios — but you don't have to use it.

Templates

Templates let you start a note with structure already in place. If you write the same type of note every session, save it as a template and reuse it with one click.

There are two types:

• Personal templates — only visible to you. Create these from any note.
• Organization templates — available to everyone on staff. They provide a consistent baseline your whole team works from.

When you click Save as template, choose Personal or Organization scope. Any staff member with permission to create notes can save either kind. You can also manage templates in Settings → Client Note Templates.

Sharing and visibility

Each note has a Visible to team toggle:

• On — all staff with access can see it
• Off — only you can see it

Client sharing is always deliberate. Internal notes are never visible to clients by default — a client only sees a note if a staff member explicitly shares it. Turn on Visible to customer to show the note in the Notes section of the client's account on your client site or branded app (useful for session summaries, care plans, or follow-up instructions), or click Download PDF to export it.

Frequently asked questions