Client Notes let you attach context to any client directly from your Onboarding pipeline board. Whether it's a quick text note, a file attachment, or a voice memo, everything stays linked to the client card so your whole team is always in the loop.
📋 How to Open Client Notes
Opening notes for any client is simple:
Go to your Onboarding page.
Find the client card on any stage of the pipeline.
Click on the client's name on the card.
The Client Notes panel will open, showing all existing notes for that client.
📝 The Notes Indicator
You'll notice that some client cards have a 📝 notepad icon next to the client's name. This means that client already has notes attached.
This makes it easy to scan your board at a glance and see which clients have context or conversations recorded — no need to click into each card to check.
✏️ What You Can Do with Client Notes
Add Text Notes
Type a note and hit send. Each note is timestamped and shows who created it (with their avatar and name), so you always know who said what and when.
Attach Files
Upload files directly to a client's notes. Supported file types include images (JPG, PNG, GIF, WebP) and documents (PDF, Word, Excel). Great for storing questionnaire responses, contracts, progress photos, or anything else you want to keep handy.
Record Voice Notes
Don't feel like typing? Record a voice note instead. Your recording is automatically transcribed and added to the note, so the content is searchable and accessible to everyone on your team.
Pin Important Notes
Have a critical piece of info that your team needs to see first? Pin it. Pinned notes stay at the top of the notes list so they're always visible and never buried under newer entries.
🔒 Permissions — Who Can Edit What
All team members can view every note for a client, but editing permissions depend on your role:
Owners and Admins — Can edit or modify any note, regardless of who created it.
Coaches — Can only edit their own notes. They can still read all notes left by other team members.
This ensures everyone has full visibility while keeping note ownership clear.
💡 Best Practices & Use Cases
Track onboarding conversations — Log key details from calls or chats so nothing slips through the cracks.
Leave handoff notes — When a client moves between coaches or stages, leave a note with context so the next person is up to speed immediately.
Record voice reminders — Quickly capture thoughts about a client's needs, preferences, or special considerations.
Attach relevant documents — Keep questionnaire responses, contracts, medical clearances, or any supporting files right on the client card.
Pin critical info — If there's something every team member needs to know about a client (e.g., an injury, a billing issue, a special request), pin it so it's always front and center.