Write session notes on a booking

Session notes live on the booking itself. Open Bookings in the sidebar and click any row — or use View details in the row's menu — and a panel slides in with two tabs, Details and Notes. Everything in this article is on the Notes tab. The same panel opens from a client's record, so you can work either from your day or from one person's history.

CalsoThe Notes tab of a booking

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Write a note on a session

1. Open the booking

   From Bookings, click the session's row to open its detail panel. If you are already on a client's record, click the session under the Upcoming or Past tab instead — it opens the same panel.

2. Switch to the Notes tab

   Press Notes at the top of the panel. Two arrow buttons sit above the tabs and step you to the previous or next booking in the list you opened from, which is the fastest way to write up a whole day of sessions without closing anything.

3. Mark the client's mood

   Under Client Mood, tap one of Positive, Neutral, or Challenging. There is nothing to save — the mood is written the moment you tap it, and tapping a different one replaces it. It is optional.

4. Load a template if you use one

   Above the Session Notes box sits a dropdown reading Use a template…, already showing whichever template you marked as your default. Choose the one you want and press the button beside it: it reads Insert on an empty note and Append on a note you have already started, and that is exactly what it does.

5. Type the note

   Under Session Notes, write in the box. On a session that hasn't happened yet the box prompts you with "Add preparation notes for this upcoming session..." — that is deliberate, and prep notes are as valid a use of the field as a write-up. After the session it reads "Add notes about this session...".

6. Save it

   A Save Notes button appears under the box as soon as your text differs from what is stored, and reads Saving... while the write is in flight. When it disappears, the note is saved. If the save fails the button stays put so you can press it again — don't close the panel until it has gone.

When the fields are editable

The mood buttons and the notes box are only editable in two situations: the session is Confirmed and still in the future, or you have marked it Completed. In every other state the Notes tab shows the note you already wrote as plain read-only text.

That means there is a gap. From the moment a session's start time passes, the fields lock — and they stay locked until you close the session out. Calso never does that for you: once the end time has passed, a Mark as Completed button appears on the booking's row in the Bookings list, and the same action waits at the bottom of the booking's own panel under the label Mark Completed. Press either one and the Notes tab is writable again, permanently.

A session you marked No-Show carries a Client did not attend. banner on the Notes tab, and its fields stay locked — no-show is a final status. If you need to record why someone missed, put it on the client's record instead, using the panel described further down. The same is true of a Cancelled booking.

Start from a note template

A template is the shape your write-ups always take — key points, wins, challenges, what to pick up next time — written once and dropped into any session note. Calso starts you with three: Standard Coaching Session, Discovery / Intake Call and Progress Review.

You build your own under Settings in the sidebar, on the Notes & Sessions tab, in the Note Templates card. + Create Template asks for a Title and the Content, which takes headings, bullets and checkboxes like any other editor. The pencil beside a saved template reopens it, and the star marks one as your Default — that is the template the picker on a note has already selected when you open it, one press from being in the box.

On the note itself the picker sits directly above Session Notes, and it follows the same lock as the box below it — where the note is read-only, there is nothing to pick. Choose a template and press Insert on an empty note, or Append on one that already has text, which drops the template underneath what you wrote after a blank line. There is no third option, so applying a template can never write over something you typed — pick the wrong one and the fix is to delete the part you do not want, never to recover something lost.

Who can see a note

Only you. A session note is stored against your workspace and never leaves the dashboard — it is not shown to the client anywhere in the client portal, never quoted in a confirmation, reminder, cancellation or receipt email, and not included in the Export CSV download from your Bookings list. You can write honestly.

Three different things in Calso are labelled Internal Notes, so it is worth knowing which one you are looking at:

The middle one is covered in Keep questions only you can see.

Where notes surface on the client record

Every note you write is filed against the client record that matches the email address on the booking. Open Clients, choose a person, and their sessions appear under the Upcoming and Past tabs.

On the Past tab there is a Mood column showing the marker you tapped, so a run of sessions reads as a line of moods at a glance — and the mood dropdown beside the filters, which starts at All Moods, narrows the table to just the sessions you marked one way. The menu at the end of each row carries Add Notes on an upcoming session and Edit Notes on a completed one; either opens the booking panel already on the Notes tab, saving you two clicks.

The Search sessions box on that tab matches session names, not note text — so use the Mood filter and the date order to find an old session, then read the note from its panel.

Notes that don't belong to one session

A thought about where a client is heading, or a note to self before you next speak, belongs in the Internal Notes panel on their record — one field per person rather than one per session. A phone call, an email or a text goes on the Activity tab instead, via Log Interaction, covered in Log a call, email, or text on a client's timeline.

The rest of the client record is what makes notes worth keeping — packages, key dates, pipeline stage and the full timeline all sit around them. Work a client record walks through the whole page.