Client records: allergies, health and a treatment log of every visit

If your business works on your clients’ skin, hair or body, you need to know their allergies before you start and to write down what you did at each visit. The Client records module keeps all of that on each client’s record, at hand on every booking.

It is a record for aesthetics and wellness. It is not a medical record: it has no diagnoses, prescriptions or certified digital signatures.

What it includes

• Alert: one short line pinned to the client (“Allergic to latex”). Every business has this part, with or without the module: you set it with Edit on the client, and the whole team sees it on the calendar, on bookings and in each professional’s agenda.
• Health record: allergies, health conditions, medication, contraindications and other notes.
• Treatment log: one note per visit, with the date, the service, who wrote it and attached photos or PDFs.
• Forms: intake and consent forms the client fills in and signs on a tablet at your place or on their phone from a link, with a PDF copy.
• Photos: private photos of each visit, tagged before, during or after, with a gallery per client.

How to turn it on

Go to More features and tap Turn on next to Client records. It is included in your plan. See More features: the modules in your plan.

The health record

In Clients, open a client and tap Fill in record. Write the allergies separated by commas and fill in whatever applies. Allergies show as tags on the booking and in the booking window on the calendar.

The owner, admins and managers see the health record, and professionals do as the business chooses (see below). The owner, admins and managers edit it.

The treatment log

There are three places to write a note:

• On the client’s record, in the Treatment log section, with Add note. You pick the visit date and the service.
• On the booking, in the back office: the note is linked to that appointment and its service.
• In the professional’s agenda: they open their booking and write the note below the internal notes. On a phone they can attach photos with the camera.

Each note takes up to 10 files (photos or PDFs of up to 10 MB each). The files are kept apart, in private storage: they only open from Citauno, for whoever has permission, and every opening is logged.

See all notes opens the whole treatment log, which you can filter by text, service, who wrote it and dates.

Editing and removing a note

• Only the person who wrote a note can edit it. Each edit keeps the previous version: tap See the previous version to read it.
• The author, the owner, admins and managers can remove a note. It no longer shows in the treatment log, but it stays in the change log.

Forms: intake and consent

Create a form

In the menu, open Forms and tap New form. The owner or an admin creates it.

1. Choose the type: Intake form (questions about health and habits) or Consent form (a text the client accepts with their signature).
2. Write the name and the text for the client. In a consent form, that text is what the client accepts.
3. Add the questions. Each one has an answer type: text, whole number, decimal number, one option, several options or yes/no. Options go one per line. Tick Required on the ones that can’t be left empty.
4. Tick the services that ask for it, set how many months an answer is valid for (empty: it never expires) and the signatures: the client’s, the professional’s or both.

If you change a form that already has answers, the change applies to the next ones. Each answer keeps the questions exactly as the client signed them.

Fill it in at your place

Open the booking, or the client’s record, and tap Fill in (or Fill in a form to choose another). Hand the tablet or phone to the client: they answer, type their name and sign with a finger inside the box. With ES, PT and EN at the top right, the form shows in their language.

Once saved, the answer appears in the Forms section of the client’s record, with the date, who asked for it and the signatures. A few seconds later a PDF copy is ready.

Send it as a link

The client can also fill it in on their phone before they come, with no account.

1. On the booking, tap Send link next to the form (or Fill in a form and then Send link to choose another).
2. Choose how to send it: Send by WhatsApp opens a chat with the client with the message written in, Send by email emails it and Copy copies it to paste wherever you like.
3. The client opens the link, answers, types their name and signs with a finger. Their answer shows on the booking and on their record, marked from the link.

Until they answer, the form shows as Link sent. The link expires after 72 hours or when the appointment starts, whichever comes first; if it expired, tap Create a new link. To stop it working sooner, tap Cancel link.

You don’t have to send it by hand: when a service asks for a form, the booking email and the booking page (the one the WhatsApp reminders open) already carry the button to fill it in.

If the form asks for the professional’s signature, once the client signs, the answer shows The professional’s signature is missing: the professional signs there and the PDF is updated.

Form pending and forms complete

When a service asks for a form, its bookings show Form pending until the client has a valid answer: complete and not expired on the day of the appointment. Then they show Forms complete. You see it on the booking, in the booking window on the calendar and in the professional’s agenda.

Send a copy or fix an answer

• Email a copy sends the client the PDF of their answer. The client needs an email address.
• A signed answer can’t be edited. If it has a mistake, tap Void this answer, write the reason and ask for the form again. The voided answer stays visible, marked as voided, and is kept in the change log.

The owner, admins, managers and whoever filled the form in with the client can void it.

Photos of each visit

Photos are added from the booking, in the Photos section: in the back office or in the professional’s agenda, from a phone.

1. Choose when: Before, During or After.
2. Tap Photos: the phone offers to take one with the camera or pick it from the gallery. You can upload several at once.
3. If you like, write a caption (“7.1 + pearl toner”) and tick Allowed in portfolio if the client agreed.
4. Tap Upload photos. In a few seconds they show on the booking.

Each booking takes up to 10 photos, up to 10 MB each (JPG, PNG, WebP or HEIC).

On the client’s record, the Photos section shows the latest ones and the link below them opens the gallery: one card per visit, with the before, during and after photos side by side, to compare. You can filter by service, stage and dates.

Photos are private. They have no public link: they open from Citauno, through a link that expires in a minute, and opening one full size is kept in the change log. The copies shown carry no camera data and no phone location.

The portfolio consent is kept on each photo, with who recorded it. Nothing is published for now: it is ready for a public gallery later on. Whoever took the photo, a manager, an admin or the owner can withdraw the consent or remove the photo (it is kept, but hidden).

What professionals see

In Accounts & access, the What professionals see of the client record section has three options:

On their booking, a professional sees the client’s allergies and taps See record to open the whole record: the alert, the health record, recent visits (theirs, or all with All clients) and the treatment log. They can only read it.

A professional writes notes only on their own bookings and edits only the notes they wrote. The owner, admins and managers always see every record.

With the same option, a professional fills in forms with the client on their own bookings and reads the answers. They don’t void them or send copies: the owner, an admin or a manager does that.

If you turn the module off

Nothing is deleted. What was recorded stays visible, but records and notes can’t be added or edited until you turn it on again. The alert keeps working.
Answered forms stay readable and can still be emailed; no new forms are filled in, and bookings stop showing Form pending.
Photos stay visible; no new photos are uploaded.

Merging duplicate clients

When you merge two records of the same client, the allergies are combined, the health texts are added together and both treatment logs become one. See Clients: card, search, blocking and merging.
The answered forms of both move to the record that stays.
So do the photos.

Common problems

What you have now

• You know how to record the alert, the health record and the treatment log of each visit.
• You know who sees each part and how to choose what professionals see.
• You know that edits keep the previous version and that files are private.
• You know how to create forms, have them signed at your place or send them as a link, and fix an answer by voiding it.
• You know how to take before and after photos on each visit and compare them in the client’s gallery.

Next step

Check what each role sees in Roles and permissions matrix.