Documentation
With the Documentation addon, you keep a file for each customer: notes on individual sessions and storage for files such as intake forms, consents or contracts. There is also such storage for your team. You activate the addon in the Manager under Addon Store.
What the Documentation addon unlocks
- Documents for customers: storage for files in the customer sheet.
- Note on this session: a note about a participant in the session, which ends up in their file.
- Files for trainers: storage for files in a trainer's sheet.
Notes in the customer sheet and for trainers are also available without the addon. The addon unlocks the files and the note on the session.
Store documents for a customer
- Open Manager → Customers and tap the customer.
- Open the Notes section.
- Under Documents, tap Upload document and choose the file.
The list shows file name, date and size. Tapping opens the file, and via the menu you delete it with Delete document. If the customer has companions, you set who the document belongs to.
All file types up to 20 MB are allowed, one file per upload. There are no forms to fill in, templates or digital signatures. You store consents and forms as a finished file, for example as a PDF or photo.
Write a note on a session
You write a note on a session directly from the participant list:
- Open the session in the calendar.
- Tap the three dots next to the person and choose Note on this session.
- The date is prefilled with the session. Write your note and, if needed, attach a file with Upload document.
- Save.
The note then appears in the customer sheet in the history under Notes. Without the addon, Note on this session leads to the addon's page. There is no note on the session for companions without their own account.
Who sees the documentation
- Customers see none of it. Notes and documents are only for your team.
- For customers, admins see everything. Trainers only see the Notes section if they have the right to see notes.
- For trainers, the section is called Notes & files. Only your studio's admins see it, not the rest of the team.
Files are opened via a link that expires after one hour.
When a customer is removed
If you remove a customer from your studio, Bookicorn also deletes their notes and documents in your studio. See Remove or block customers.
Frequently asked questions
Can my customers see their documents? No. Only your team sees notes and documents.
Can I have an intake form filled in digitally? No, there are no forms. You can upload a completed form as a file.
How large can a document be? Up to 20 MB. All file types are allowed.
Do I need the addon for notes? Not for regular notes in the customer sheet. You need the addon for documents and the note on the session from the session.