Session notes
A session note is the staff record of one visit: what you did, what you saw, and what happens next. It stays on the customer, and it can hang off the booking. Customers do not see session notes in the portal. The feature is included on Solo and above. Note templates and Custom fields are marked Beta.
Day-to-day comments stay on the customer Notes tab. Answers the client fills in before they arrive stay on forms and waivers. Charts of weight, pain, and similar readings stay on performance metrics.
Write a note
- Open Customers, select the person, and choose Session notes.
- Choose Add session note and pick a template.
- Fill Title, Date, and Next follow-up. The follow-up date starts from the template's default number of weeks. Change it when this visit needs a different gap.
- Complete the template sections. Long answers have bold, italic, underline, and lists.
- Choose Save draft to keep editing, or Finalise when the note is the record of the visit.
You can also open the booking and use the Session notes section. Revively picks the template linked to that service. If the service has no linked template, it uses the first active template. A booking holds one session note. The same note appears on the customer's Session notes tab, next to form submissions and progress reviews.
On the staff phone app, open the customer and choose Session notes, or choose Add session note on the booking.
Draft, final, and amendments
| Status | What it means |
|---|---|
| Draft | Still being written. Save draft as often as you need. |
| Final | You chose Finalise. The note is the visit record. |
| Amended | A final note was changed. Each change asks for an Amendment reason. The reason stays on the note with the author and time. |
Closing a note with unsaved changes asks whether to save or discard them.
Starter templates
Open Templates under Catalog & Setup, choose Note templates, then Add starter templates.
| Template | Fields | Default follow-up |
|---|---|---|
| General session note | What was done (required), Observations, Advice and next steps | 12 weeks |
| Structured session note | Subjective, Objective, Assessment, and Plan, each required | 12 weeks |
The screenshots above are those two templates filled in: a recovery visit, and a lower-back review.
Customise a template
Owners and managers edit templates. The Staff role writes notes. Tick Manage note templates when a practitioner should edit the form as well.
- Open Templates → Note templates.
- Choose New note template…, or open a starter and edit it. Add starter templates only adds starters that are missing from the list.
- Set Name and Default follow-up (weeks).
- Under Linked services, tick the services that should open this template from the booking.
- Build the form. Add a section, then add fields. Drag a field to reorder it.
| Field type | Use it for |
|---|---|
| Text | A short answer |
| Text area | The visit write-up |
| Number | A score or a measurement |
| Date | A date inside the note |
| Select or Radio | One choice from a list |
| Checkbox | Yes or no |
| Checkbox group | Several choices |
| Consent | A required agreement |
| Signature | The staff member types their name |
| Instructions | Text the writer reads and does not answer |
Mark a field required when the note should not finalise without it. Preview opens the form the way staff will fill it. Choose Save template when it looks right.
Archive a template to hide it from Add session note. Notes already written with it stay on file. Restore it from the status filter when you want it back. Duplicate a template when a second service needs a small change.
Custom fields
Templates → Custom fields adds questions that sit outside the note template. Client profile fields show on the customer overview. Booking fields show on the booking. The questions staff answer on the session note itself come from the note template.
Field types are short text, long text, number, date, single select, multi select, and yes / no. Archive a field you no longer ask. Answers already stored stay on the record.
Who can read a note
| Role | Session notes |
|---|---|
| Owner | Full access, including every staff member's notes, templates, and custom fields |
| Manager | The same operational access, without SaaS billing |
| Staff | View and write. They see notes they authored. Tick View all staff session notes when they should read a colleague's notes |
| Front desk, Viewer, Cover staff | No session notes until you tick the permissions |
Customer access set to own customers still limits which profiles they can open. See staff roles and permissions.