Key notes allow staff to flag important client information directly on a client's account, making it immediately visible without having to search through a client's full profile or notes history. Unlike general notes, a key note is designed for information that is relevant every time a staff member interacts with that client — whether at the front desk, during a session, or when managing their account.
Common reasons to add a key note include:
- Health or safety considerations: Noting an injury, physical limitation, or medical detail relevant to the client's sessions or services.
- Account flags: Highlighting a billing concern, pending agreement, or outstanding issue staff should be aware of before assisting the client.
- Client preferences or accommodations: Capturing specific communication preferences or anything that impacts how the client likes to be served.
- Operational reminders:Flagging something time-sensitive such as a membership change, freeze request, or referral in progress.
Key notes have a maximum limit of 500 characters and are intended to be concise and specific. For detailed client history or ongoing notes, use the general Notes tab instead.
Before You Begin
- Permissions required:
- Customer Management: General - Can Access Client Options
- Customer Management: General - Can Edit Prospect/Client Key Notes
- Key notes have a maximum limit of 500 characters.
How to Add a Key Note
Option 1 — From the Client Summary Page: Search for and select the desired client. Click No key note yet + to add a new key note. If a key note already exists, click the edit pencil next to it to update or add to the existing note.
Option 2 — From the Notes Tab: Search for and select the desired client, then click the Notes tab. Click Key Note, enter the key note details, and click Update Key Note to save.
Option 3 — Booking Information: Click on the client's booking to view and edit their Key Note information, and click on Save Changes.