Keep questions only you can see

Both kinds of question are built in the same place. Open Event Types in the sidebar, click the event type, and choose the Intake Questions tab. Every question you add is listed there in the order clients meet them, with a Guest Preview panel alongside showing the form as it currently stands. The same editor sits on the Intake tab of a group event.

Client-facing questions and internal ones

One list, one editor, two very different lives once a client arrives.

In the editor an internal question keeps its place in the numbered list and picks up an amber Host only badge. Guest Preview drops it and counts it underneath instead, in a line reading "1 internal-only question hidden from guests" — a quick way to confirm you have hidden what you meant to hide.

CalsoA Host only question in the editor

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Mark a question internal only

Building the question itself — the wording, the field type, saving it — works exactly the same for both kinds, and is walked through in ask clients questions when they book. The steps below are the parts that only matter for a question you answer yourself.

1. Open the question you want to keep private

   From Event Types in the sidebar, click the event type and choose the Intake Questions tab, then press + Add Question for a fresh one or Edit on a question already there to convert it. On a group event, open it from Groups and choose the Intake tab — the editor is identical.

2. Write it as a note to yourself

   Question text is the label you will read back later, so phrase it for you rather than for a client — "Referral route", "Consent form returned", "Risk flag". For a Field type, a Dropdown or Yes / No takes one click on every session; save Long Text for the notes you actually write out.

3. Switch on Internal only

   The Internal only toggle sits beside Required at the foot of the form, and its hint reads "Internal questions are only visible to the host, not shown on the booking form." Leave Required off — a question no client ever sees cannot block a booking, so the setting has nothing to act on.

4. Save it and read the preview

   Press Add Question on a new question or Save Changes on one you are editing. The question reappears in the list with its Host only badge, and Guest Preview updates to show it is gone from the form.

Answer an internal question on the session

Internal answers belong to one session, not to the client as a whole, so you fill them in from the session itself. Open Bookings in the sidebar and click the row, or open the person from Clients and click the session on their Upcoming or Past tab. Either route opens the same detail drawer.

Stay on the Details tab and scroll past Intake Responses, which holds what the client typed at booking. Directly below it is a block headed Internal Notes, where each of your internal questions appears as an editable field with a Host only badge. There is no save button: type or choose, then click anywhere outside the field and a brief Saving... confirms it has gone in. Dropdowns, checkboxes, and Yes / No save the moment you pick.

The block appears on upcoming and past sessions alike, so it works as preparation or as a record. Group events have no equivalent answer box today, so keep questions you intend to answer yourself on your 1:1 event types.

Who can read the answers

An internal question is filtered out on the server before your booking page is assembled, so it is not merely hidden — it never travels to the client's browser. It is not in the booking confirmation, not in reminders, and not in the client portal. Clients cannot see their own answers to the ordinary questions either; those come back only to you, in the new-booking email and on the session.

Anyone signed in to your workspace can read both kinds of answer.

Which private box is which

Three places in Calso hold something only you can read, and they are easy to confuse:

• Internal Notes on a session's Details tab — the structured answers to your internal questions, one set per session.
• Internal Notes on a client record, in the right-hand column under the placeholder General observations... — free text about the person rather than the session. Type there and press Save Notes.
• Session Notes on the drawer's Notes tab — your write-up of how a session actually went, covered in write session notes on a booking.

Use internal questions for anything you want answered the same way every time; use the free-text boxes for everything that resists a fixed shape.

Once the private side is set up, the answers land beside everything else you keep on a person — see work a client record for the tabs and panels that surround them.