Customer profile, history and notes

Open a customer from the Customers list to see everything about them in one place, laid out across tabs.

What's on each tab

• Overview — a quick summary of the customer.
• Activity — a timeline of what's happened, plus their lifetime value.
• Appointment history — every past visit.
• Payments — their payment and money history.
• Messages — member portal chat; see Message your customers.
• Forms — consent and disclaimer forms they've submitted. Open a response to see answers, contraindications, signatures or photos, electronic-ID status, approver messages and the decision; see Forms and consent.
• Notes or Journal — see below.
• Files — documents, scans and images about the customer, stored privately. Drag files in or click Choose files (up to 50 MB per file, 20 files at a time); PDFs, images, text, Word, Excel and OpenDocument files are accepted. Only people with journal access see this tab. At a health-journaling business, files are kept as part of the journal and can't be deleted.
• Access — pending customer access or record-correction requests from the member portal, waiting for a manager to approve or decline.
• Profile — their contact details and preferences.

Add a note or a journal entry

Whether this tab is called Notes or Journal depends on your business's recordkeeping mode:

• Timestamped comments — type your note and click Add comment. Each one is saved with the date and time.
• Health journaling — click Add journal entry to open the structured record editor. Entries save as a draft first (Create draft, then Save draft to update it) before they're finalized. Anyone with access to the tab can open Compliance; owners and admins can also open Care team to manage who's assigned.

Use a clinic-wide care team

An owner or admin can open Company > Journal and enable Clinic-wide care team. When it is on, all active internal owners, admins and team members in that business are treated as care-team members for every customer. External reviewers, inactive people, marketing-only, cash-register-only and accountant roles are excluded. Restricted or sealed journals still require emergency access.

Leave this setting off when each customer should have an explicitly assigned care team. Changing the setting does not remove the journal audit trail.

Read notes from the calendar

When you open an appointment on the Dashboard, click Customer notes to read and edit the customer's internal notes without leaving the calendar. These are the same notes as Internal notes on the Profile tab, and the customer never sees them. Editing them requires permission to update the customer profile.

Update their profile

On the Profile tab you can edit contact details and marketing consent, and turn Booking reminders on or off for this customer — useful if someone has asked not to receive the automatic "book again" nudge described in Reminders and notifications. Customers can also opt out themselves from the link in a reminder.

Frequently asked questions

Can I change a note or journal entry after saving it?

While a journal entry is still a draft, you can reopen and edit it. Once it's finalized, you can no longer edit it directly — instead, use Add correction to record a correction title, the corrected content, and a reason, which is kept alongside the original entry rather than overwriting it.

Why can't I see a particular customer?

If your business uses health journaling, you see customers in your effective care team. Ask an owner or admin to check the customer's care team or the Clinic-wide care team setting. For an urgent, legitimate need, use the restricted customer lookup and request time-limited emergency access; Calendia records the reason and use.