Write client notes

Use notes to keep the context that bookings and offers do not capture. Private notes hold your observations, while shared notes give the client a recap or next steps they can revisit.

Open Clients, select a client, then open Notes. Your saved notes stay with that client’s record.

Choose who can read the note

The Private and Shared tabs are separate lists. The tab you have open sets the starting visibility for a new note:

• Private notes are only visible to you. Use them for observations, questions to revisit, or preparation for the next session.
• Shared notes are visible to you and the client. Use them for a recap, agreed actions, or anything they should prepare.

A note appears in one list at a time. If you cannot find one, check the other tab before creating it again.

How the client finds out

When you save a new note as Shared, or change a private note to Shared, Pineway emails the client about 30 seconds later with a link to the note in their client portal. The email includes your name and the title of the linked session along with its date, or the note’s title as a fallback when the note is not linked to a session. What you wrote in the note body stays out of their inbox.

For about 10 seconds after you save, the confirmation offers Undo. Select it if you shared the note by mistake. The note moves back to Private, so the client is not emailed and cannot read it.

Editing a note that is already shared does not send another email, so you can fix a typo without notifying the client again. If you change a shared note back to Private or delete it before the email goes out, the client is not emailed.

Write a note

1. Select Private or Shared, depending on who should read the note.
2. Select New note.
3. Enter a Note title you will recognize later, such as Session 2: narrowed the target list, then write the note in the body.
4. Check Private note or Shared note at the top of the editor. You can change it here if you opened the wrong tab.
5. Save the note. Its card appears in the matching list with the title, opening text, visibility badge, and the date and time you added it.

Tie a note to a session

Attach a note to a session when you want to preserve which conversation it came from.

1. Select Add session note, the icon button next to New note.
2. Choose the session from the Available sessions list. It shows the sessions this client has booked with you, each with its date, most recent first.
3. Write and save the note.

The note card shows the session name and date above its title. To add, change, or remove a session link while editing any note, use Link to session next to the visibility control.

Change or remove a note

Select a note card to open Edit note. You can change its title, visibility, linked session, or body, then select Update.

Changing the visibility moves the note between the Private and Shared lists. Before changing a private note to Shared, reread it with the client as the audience, because the client will receive a notification by email when notes are shared with them.

To remove a note, open it, select Delete note, then confirm the deletion. The card disappears from the client’s record.

When notes are not available

A client you invited who has not signed in yet shows a Pending badge, and their Notes tab does not show New note or Add session note. You can start adding notes after the client signs in.