Client Records & Notes

The whole story, on one record.

Notes written while the appointment is fresh, on templates you design — attached to the visit, required before it closes, and shared with the client only when you choose.

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Sound familiar?

The appointment is in one system, the notes in another, the consent form in a drawer.
Notes get written up on Friday afternoon, from memory.
Before every review, someone reads back through months of notes.

What it does

One record per client: contacts and carers, every appointment, form, note, document and consent.
Note templates your way — SOAP, progress notes, assessments — with conditional questions, photos and signatures, or AI builds one from a description.
Make a template required on every appointment: completed on the phone or at the desk, before the practitioner can clock off.
A completed note is locked, stamped with who completed it and when, and exports to PDF.
Quick notes on the client and comments on each appointment, for everything that isn't a form.
Notes stay hidden from the client unless you share them.
Client Insights reads the record and writes a plain-English summary of what has changed and what's missing — it never diagnoses.

What changes

Notes are written while the appointment is fresh, and the whole history sits in one place instead of three systems.

What it doesn't do

A completed note can't be edited — a correction is a new note. No body charts or outcome-measure scoring yet.
By default practitioners see the notes on their own appointments; give a role wider access to read the whole record.
The phone app needs a connection; there is no offline mode.

Works with

Forms & Flows
Bookings
Rostering & Timesheets
iOS & Android app

Typed once

A booking becomes a client record, and every appointment, note and form after it adds to the same history.
A note completed at the appointment lands on the client's record, locked and attributed.

Client Records & Notes in detail — 4 capabilities

The whole client on one record

The appointment is in one system, the notes in another and the signed consent in a drawer, so every question about a client starts with a search.

One record per client holds their contacts and carers, every appointment, form, note, document and consent. Staff add quick notes to the client and comments on each appointment, and anything that isn't for the client's eyes stays withheld from their login.

The history sits in one place for everyone you've given access to, and nobody rebuilds it from three systems.

Notes written at the appointment

Notes get written up at the end of the day, or the end of the week, from memory — and some never get written at all.

Design note templates the way you work — SOAP, progress notes, assessments — with questions that appear based on earlier answers, photos and signatures, or describe the template in plain English and AI builds it. Attach it to every appointment and make it required: the practitioner completes it on their phone or at the desk and can't clock off until it's done. A completed note is locked, stamped with who completed it and when, and exports to PDF.

Every appointment has its note, written while it was fresh, attributed and unchangeable.

Records your clients shouldn't see

Where clients have a login, an incident report or an assessment note can end up visible to the person it's about. Most systems handle this badly.

Every document and form records who created it and carries an explicit setting: shared with the client, withheld, or decided by who uploaded it. Existing records default to withheld, because accidentally hiding something takes one click to fix and accidentally sharing it doesn't.

Your team can write frankly, your clients get genuine access to their own information, and the two never collide.

A summary of the client in a minute

Before a review or a difficult conversation, someone reads back through months of notes to work out what has changed.

Client Insights reads a client's appointments, notes, forms and feedback and writes a plain-English summary: what's going well, what has changed and what's missing from the record. It runs only once your business switches it on, never diagnoses, is processed on Australian infrastructure, and every run is logged.

The review starts from the pattern, not from a stack of notes.

Questions people ask

Can we use our own note format?

Yes. Build SOAP notes, progress notes, assessments or any structure field by field — text, choices, dates, photos, files and signatures, with questions that appear based on earlier answers — or describe it in plain English and AI drafts the template for you to edit.

Who can read a client's notes?

Your team, according to the access levels you set. By default a practitioner sees the notes on their own appointments and administrators see everything. A client with a login sees only what you've chosen to share.

Can a note be changed after it's completed?

No. Completing a note locks it and records who completed it and when. If something needs correcting, add a new note — the original stays exactly as it was.

Where are the notes stored?

In Australia — the database in Azure Australia East (Sydney) and attached files in AWS Sydney. Client Insights is processed on Australian infrastructure, and what it reads is not retained or used for training.

See it for

Included, whichever plan you're on. From $50 a month for small teams, $199 flat with 20 logins — plus GST. Unlimited clients.

See it on your own scenario.

30 minutes on a video call, on your questions, on our screen.

Book a demo Or send us a message