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 the dashboard — 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
• Account Settings → Shared Notes — notes shared with you as a client

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.
• Team templates — set by an account admin and available to everyone on staff. They provide a consistent baseline your whole team works from.

Only account admins can create team templates. Any staff member can create personal templates.

Sharing and visibility

Each note has a visibility setting:

• Team-visible — all staff with access can see it
• Author-only — 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. You can share directly to a client's Arketa app (useful for session summaries, care plans, or follow-up instructions) or export to PDF.

Frequently asked questions