Session History

Every client profile includes a complete history of all sessions—past, present, and future. This helps you track your work with each client over time.

Accessing Session History

1. Go to Clients
2. Click on a client to open their profile
3. Navigate to the Sessions or Session History tab

Session History View

The history displays sessions in chronological order with:

Sorting Options

• Newest first (default) - Most recent at top
• Oldest first - Earliest sessions at top
• By status - Group by session status

Filtering Options

• All sessions - Show everything
• Upcoming - Future sessions only
• Past - Historical sessions only
• By status - Filter by specific status
• By service - Filter by session type
• Date range - Custom date filtering

Session Details

Click on any session to see full details:

• Date & Time - When it occurred/will occur
• Service - Session type
• Calendar - Which calendar it’s on
• Duration - How long it was/will be
• Status - Current status
• Customer Notes - Notes shared with client
• Private Notes - Your private notes

Session Statuses

Updating Status

From session history, you can update status:

1. Click on a session
2. Change the status dropdown
3. Save changes

Session Notes

Each session can have two types of notes:

Customer Notes

• Visible to the client
• Included in confirmation emails
• Use for: meeting links, preparation instructions, directions

Private Notes (Session Notes)

• Only visible to you
• Use for: session summaries, progress notes, follow-up reminders

Adding/Editing Notes

1. Click on the session
2. Find the notes section
3. Edit customer or private notes
4. Save changes

Session Statistics

The history may show aggregate statistics:

Actions from Session History

Reschedule a Session

1. Click on the session
2. Click Reschedule or Edit
3. Change date/time
4. Save

Cancel a Session

1. Click on the session
2. Click Cancel or change status
3. Optionally add cancellation reason
4. Confirm

Duplicate a Session

1. Click on a past session
2. Click Duplicate or Book Again
3. A new session is created with same service
4. Adjust date/time and save

Book Follow-up

Quickly schedule another session:

1. From session history, click Book Follow-up
2. Service is pre-selected
3. Choose new date/time
4. Save

Exporting Session History

Export a client’s session history:

1. Go to client profile
2. Navigate to session history
3. Click Export button
4. Choose format (CSV or PDF)
5. Download the file

This is useful for:

• Client records requests
• Insurance documentation
• Personal record-keeping

Session History Best Practices

After Each Session

1. Update status to “Completed”
2. Add private notes about the session
3. Note any follow-up needed
4. Schedule next session if appropriate

Periodic Review

• Review client histories monthly
• Identify clients who haven’t scheduled
• Follow up with clients showing patterns

Using Notes Effectively

Good private note examples:

• “Discussed goal setting, homework: write 3 goals”
• “Progress on anxiety management, try breathing exercises”
• “Rescheduled from 15th due to client illness”

Avoid in notes:

• Detailed medical information (use secure systems)
• Billing disputes
• Personal opinions

Deleted Clients

If a client is deleted:

• Their sessions remain in the calendar
• Sessions show “Deleted Client” as the client name
• Session notes and details are preserved
• Sessions are no longer linked to a profile

Related

• Client Profiles
• Activity Timeline
• Creating Sessions