Client and session notes

Client notes

Client notes are general notes that live on a client's profile and persist across all their interactions. Use them for anything you want to remember about a client regardless of the specific class or appointment.

Add a client note:

1. Go to Customers → Clients and open the client's profile
2. Click the Notes tab
3. Click Add Note
4. Write your note and save

Good uses for client notes:

• Health history or injuries
• Preferred class level or modifications
• Goals and progress over time
• Business-relationship context (e.g., referred by, works in an office, training for a race)

Session notes (appointments)

Session notes are tied to a specific appointment. They're separate from client notes — use them to track what happened in each individual session.

Add a session note from the calendar:

1. Go to Classes → Appointments
2. Click on the appointment
3. Select Add session note from the Actions menu
4. Write your note and save

Add a session note during check-in: Some check-in workflows also let you add a note at the time of check-in for appointments.

Session notes are visible on the appointment detail and also appear in the client's Timeline, so you have a chronological record of every session.

Best practices

• For personal trainers and therapists: add session notes after every appointment to track what you covered, what the client struggled with, and what to focus on next time
• For group fitness: keep client notes for any health or safety information instructors should know about
• Keep notes factual and professional — these are internal records but could theoretically be reviewed