Clients
Log a call, email, or text on a client's timeline
Record the calls, emails, and texts that happen between sessions on a client's Activity timeline, so the whole relationship reads in one place instead of living in your inbox.
Most of the relationship happens between sessions — the intro call, the email about rescheduling, the text checking in after a rough week. Logging those on a client's timeline means that six months from now, the whole history reads in one scroll instead of being scattered across your inbox and your phone.
Open Clients in the sidebar, choose a client, and pick the Activity tab in the main column, beside Upcoming, Past, and Billing. The Log Interaction button sits at the top right of that tab.
What the Activity timeline already collects
Before you log anything, the Activity tab is already building a history on its own. It reads newest first and pulls in every booking made, completed, cancelled, or marked as a no-show, every payment received with its amount, every package purchased, and — right at the bottom — Client record created, the day this person first entered your workspace. Each line is stamped with how long ago it happened rather than a calendar date, so it reads "3 days ago" and "8 months ago". The timeline holds the most recent 200 events.
What it cannot see is everything that happened outside Calso. That is the gap Log Interaction fills.
Log an interaction
- Open the client's Activity tab
Go to Clients, click the person's name to open their record, and choose the Activity tab in the row of tabs above the timeline. If you have more than fifty clients, use the Search by name or email... box on the list rather than scrolling — the list loads the first fifty rows only.
- Click Log Interaction
The button is at the top right of the timeline, above the first entry. It opens a small form titled Log Interaction.
- Choose the Type
The Type dropdown opens on Email and offers Phone Call, Text Message, Video Call, In Person, and Other. Your choice sets the icon and the opening words of the line that appears on the timeline, so pick the one that will make the entry recognisable at a glance months later.
- Write the Subject
The Subject field is prompted with "Optional subject line", but it is the part that shows on the timeline, so treat it as the record rather than a formality. One specific line beats a category — "Rescheduled to the 14th, wants mornings" tells you far more in a year's time than "Follow-up".
- Set the Date & Time, and the duration if it applies
Date & Time opens on right now and can be set back to whenever the conversation actually happened. When Type is Phone Call or Video Call, a Duration (min) box appears beside it, prompted with 30; it takes whole minutes above zero, and entering anything else stops the save with "Duration must be a positive number."
- Save it
Add anything longer under Note if you want it attached to the entry, then click Log Interaction at the bottom of the form. The button reads "Saving..." briefly, the form closes, and the new entry appears on the timeline in date order. Cancel closes without saving.
The six types, and how each one reads
The type you choose is rewritten slightly when it reaches the timeline. It is worth knowing which label to scan for:
| You choose | The timeline says |
|---|---|
| Phone Call | Phone call |
| Text Message | Text message |
| Video Call | Video call |
| In Person | In-person meeting |
| Other | Interaction |
Each also carries its own icon and colour, so a run of calls and a run of emails are distinguishable without reading a word — useful when you are scanning a long history for the point where the conversation moved from email to the phone.
Get the date and the subject right before you save. A logged interaction stays on the timeline exactly as you filed it, so a few extra seconds spent on the subject line is the whole return on this feature.
Text messages that log themselves
If a client has opted in to text reminders, Calso writes each automatic SMS reminder onto their timeline as a Text Message the moment it sends, with a subject naming the reminder and the event type. So a timeline can contain entries you never typed. That is deliberate — it means the timeline shows every text the client actually received, not only the ones you sent by hand. Which reminders go out is covered in Choose which emails you and your clients receive.
Which record to write on
Three places on a client record hold your words, and they answer different questions.
- A conversation with a date attached — a call, an email, a text — goes on the Activity tab through Log Interaction. It is the only one that lands in the timeline.
- What happened inside a booked session goes on that booking's Notes tab, covered in Write session notes on a booking.
- A standing observation about the person that belongs to no particular day goes in the Internal Notes panel on the right of their record, prompted with "General observations...", saved with Save Notes.
Interactions are one strand of a client record. The pipeline stage, packages, key dates, and metrics that surround them are walked through in Work a client record — and if a call ends with someone ready to commit, move them along with Move a client through your pipeline stages.
Frequently asked questions
Can my client see anything I log on their timeline?
No. A logged interaction is yours alone. It does not appear in the client portal, it is never included in a confirmation or reminder email, and there is no notification sent when you save one. The Activity tab exists only inside your dashboard.
Why does the Duration (min) field keep disappearing?
It only shows for the two types where a length makes sense — Phone Call and Video Call. Choose either of those in the Type dropdown and the field appears beside Date & Time. Switch to Email, Text Message, In Person, or Other and it hides again.
Can I log a call from last week?
Yes. The Date & Time field opens on the current date and time, but you can set it to any moment in the past. The timeline sorts by the date you enter, not by when you typed it, so a back-dated call drops into the right place in the client's history.
Why do text message entries appear that I never logged?
Automatic SMS session reminders write themselves onto the timeline as a Text Message the moment they send, with a subject naming the reminder and the event type. That way the timeline reflects every text your client actually received, not only the ones you sent by hand.