Note types

Arketa has several types of notes, each serving a different purpose. They all live in the client's profile or timeline, but are added from different places and used in different ways.

Types of notes

| Note type | What it's for | Where it lives | |---|---|---| | Client notes | General notes about the client — goals, preferences, health history, anything you want to remember | Client profile → Notes tab | | Check-in notes | Quick observations made during or after class check-in | Class check-in screen | | Session notes | Appointment-specific notes — what you worked on, progress, follow-ups | Appointment calendar → appointment detail | | Timeline | Chronological log of all communications (emails, SMS), notes, and activity | Client profile → Timeline |

When to use each

Client notes are for anything that should persist long-term and be referenced across all interactions — health conditions, preferred class level, cancellation exceptions, relationship notes.

Check-in notes are for quick, in-the-moment observations. They're linked to a specific class and visible to instructors checking in clients.

Session notes are appointment-specific and tied to a single session. Great for personal trainers, therapists, or anyone who needs to track session-by-session progress.

Timeline is read-only — it's automatically populated as Arketa logs emails, SMS messages, automations, and notes. Use it to see the full history of your communication with a client.

Visibility

All notes are staff-facing only — clients don't see any notes you add to their profile. Notes also aren't visible to the client through their account or booking confirmation emails.