Visit notes and client photos

A visit note is your team’s record of one visit: structured fields for your kind of business plus free text. The next stylist or coach sees the last one when the same client books or is checked out, so nobody has to remember the formula.

Templates

• Salons: the service, the colour formula (brand, shade, developer, processing time), the lash map (curl, length, thickness, glue), nails (shape, length, colour), skin reaction, aftercare given, products used and when to come back. A lash, nail, art make or hair service opens the template for it; Salon: everything has all of them.
• Fitness and coaching: the session type, exercises (name, sets, reps, weight), RPE, injuries or pain, homework and the next session’s focus.
• Clinics and wellness: treatment, area, settings and the client’s response. Always sensitive.
• Any other business: what was done, products used, next steps.
• The template is picked from your business profile’s industry and the service; you can switch it on any note. Fields the two templates share keep their values.

Where you write them

• Bookings: open a booking; Visit notes is near the bottom of the panel, with Add notes. When you mark a booking Complete, the panel offers Add visit notes; Later dismisses it.
• Checkout: after a sale is completed, the receipt lists each service with its stylist and an Add notes button, so each stylist adds their own.
• A client’s page, Visits tab: every note as a table (date, service, staff, summary, photos); a row opens the note. Add visit notes writes one for a session that had no booking or sale.

Last visit: the client’s latest note from an earlier visit, its key fields first, shows in the booking panel, when you book them from their page, and on the Checkout screen.

Photos

1. Save the note, then Take a photo (the phone’s camera) or Choose a photo.
2. Say what it is: before, after, progress or other, and add a caption if you like.
3. Tick Client agreed to photos for their record. Without the tick there is no Save; we record who ticked it and when.

• Photos are made smaller on your device (at most 1600 pixels, JPEG) and the camera’s hidden details, including the location, are removed before and after upload.
• They are stored privately: no public link exists. The dashboard shows them through links that stop working after five minutes.
• The Visits tab pairs each visit’s before with its after, and shows progress photos oldest first (for fitness, progress comes first).
• Remove from record hides a photo; an owner or admin can Delete for good, which deletes the file.

Who sees what

• Everyone on the team writes notes for any client; the person who wrote a note, or an owner or admin, changes or removes it.
• Health details are sensitive personal data (PDPA): a clinic record, a skin reaction other than None, or injuries make a note sensitive. Sensitive notes and all photos are seen by owners and admins, by members given Health and photos under Settings → Team → Adjust areas, by whoever wrote or added them, and by the staff member on that visit (their resource linked to their login). The database enforces this, not just the screen.
• The AI Agent never reads visit notes or photos, and customers never see them.
• A data export (the client’s page, Privacy) includes visit notes and photos only when the owner or admin ticks Include visit notes and photos; photo links in it work for 24 hours. Erasing the client removes their notes and the photo files.